Administrative Coordinator

Are you ready to take on a challenging, proactive, and varied role within the OBU, Global Oncology Medical Affairs team? This is your chance to provide comprehensive administrative support to the  Global Head Medical Affairs Oncology. This is a unique opportunity to take accountability and be trusted to innovate every day in a fast-paced environment! 

Accountabilities: 

You will be responsible for proactive support for the Franchise Head, US Medical Affairs GI Cancers and also supporting associated leadership team operations. This includes proactive planning of travel arrangements, organizing internal/external meetings, preparing meeting agendas and logistics, processing expense claims, supporting purchase order, and supporting the set up new initiatives and events.   

Main Duties and Responsibilities 

• Proficiency with Outlook to manage busy calendars, schedule meetings, conference calls, and special events/conferences including exercising discretion as to priority and decision-making responsibility.  

• Represents the Franchise Head, US Medical Affairs GI Cancers to a range of collaborators, including customers, partners, and team members, balancing conflicting needs while maintaining professionalism. 

• Arrange multi-location domestic and international travel arrangements and expense reports with accuracy and efficiency, including follow-through to ensure that appropriate and timely action is taken.    

• Produce accurate, properly formatted documents, PowerPoint projects, and Excel reports under normally tight time constraints. 

• Prepare meeting agendas, presentation and read-ahead materials and minutes, maintain team contact lists, org. charts, manage the availability of office supplies. Handle telephone calls, including screening incoming calls and mail distribution. 

• Support organization of team events and off-site meetings 

• Work with Vendors to help schedule meetings and help facilitate logistics. 

• Assist with administrative and logistical aspects related to recruitment of new employees (schedules interviews, coordinates on-boarding of new staff) 

• Maintains awareness of new systems with potential impact on administrative work and develops personal expertise in new systems. 

• Effectively manage special projects and other duties as assigned.  

• Work with leaders to help prioritize work and realize efficiencies within the team 

• Occasionally work though contracting routes, to enable rapid SOW creation and project initiation along with purchase order creation, invoice resolution and other financial administration. Proficiently manage departmental budgets.

Essential Requirements

• High School diploma/GED 

• 3+ years of administrative support experience at a senior level. 

• Strong writing and communication skills and the ability to interact confidently with executives/employees. 

• Demonstrated ability to effectively work in a global environment.