Administration Coordinator in Waltham, MA

We are looking for someone with high standards, enthusiasm, and a passion for learning, together with excellent communication skills, a proactive approach and the confidence to act independently and lead activities. 

• The Administrative Coordinator will report to the Enablement Leader, Strategic Planning and Operations in Early Clinical Development and will support senior leaders within our departments, ECD initiatives and events as well as requests from our wider organisation. 
• Strategic Planning and Operations (SPO) is a critical department responsible for managing a wide range of “Manage the Business” activities on behalf of the Early Clinical Development.
• Strategic Planning and Operations provides Enablement support for ECD along with aggregating all head count tracking, timecard data and performance information including the internal scorecard. 
• ECD is a dedicated clinical scientific resource for early development portfolio, which provides a translational medicine capability to rapidly understand the disease target and the potential of our candidate drugs in humans.
• Working globally across different time zones, your focus will be on providing high quality and professional administration support to senior leaders/ line managers and assigned projects. You will become an expert user across key business systems and tools and provide a professional point of contact for the organisation. 

Activities include  

• Proactive diary management for senior leader(s), using MS Outlook 
• Extensive and proactive planning of travel arrangements, consisting of flights, accommodation, airport transportation, car bookings, trains etc. (preparing travel packs / itineraries) 
• Preparing agendas, presentation materials and other relevant documentation, as necessary 
• Collating and processing of expense claims 
• Organising internal/external meetings including room bookings and catering arrangements, co-ordinating global conference calls / video conference calls 
• Triage of shared admin mailbox requests for support to ensure priorities are dealt with in a timely manner 
• Supporting the organisation and set up of SPO and ECD wide initiatives and events 
• Supporting department new starter onboarding 
• Filing and scanning project correspondence 

Essential requirements  :

• Proven experience as an Administrative Coordinator or Senior Administrator supporting senior management/ line managers 
• Experience of managing requests and priorities from an array of stakeholders, in a changing environment 
• Strong organisational, forward-planning and stakeholder management skills 
• Strong proficiency with Microsoft Office web-based programmes 

 Questions:

1) Describe your experience working in a high volume workload and fast paced company:

2) Describe your experience in managing multiple travel arrangements, calendars, meeting planning and expense-related activities across different countries and time zones:

3) Describe your experience in Microsoft Office: Word, Excel, PowerPoint, Outlook, Concur (Travel & Expenses System), SharePoint On Line (SPOL) and BOX:

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