Senior Administrative Coordinator, US Corporate Affairs

Senior Administrative Coordinator, US Corporate Affairs

Location: Washington, DC

Introduction to role

Are you ready to make a significant impact in a dynamic environment? We are seeking a proactive and highly organized Senior Administrative Coordinator to join our US Corporate Affairs team in Washington, DC. This pivotal role involves providing executive-level support to the Vice President of US Corporate Affairs and the team. If you thrive in fast-paced settings and can demonstrate initiative, discretion, and attention to detail, while adapting to evolving business needs, this opportunity is for you!

Accountabilities

• Provide comprehensive administrative support to the Vice President of US Corporate Affairs and the US Corporate Affairs team, anticipating needs and managing evolving priorities.
• Manage complex, high-volume executive calendars across various time zones, including scheduling in-person and virtual meetings, off-site and on-site events, and exercising sound judgment in prioritizing and troubleshooting conflicts.
• Coordinate domestic and international travel arrangements, ensuring compliance with AstraZeneca policies and efficient itinerary management.
• Prepare, process, and track expense reports and purchase orders with a high degree of accuracy and timely follow-up within set timelines, ensuring compliance with expense policies.
• Team budget and procurement administration, including PR/POs in Coupa, monitoring and reviewing expenditures as well as maintaining financial records to ensure activities/projects of the office are conducted within established budgets.
• Serve as a primary point of contact for internal and external stakeholders, including senior leaders and VIP visitors, representing the VP and the team with professionalism and discretion.
• Draft, edit, and proofread correspondence, presentations, and reports to ensure accuracy and professional quality, often under tight deadlines.
• Lead or support the planning and execution of team events, off-sites, and special projects, adapting to shifting requirements and contributing to a positive team culture.
• Handle confidential information and sensitive matters with the utmost discretion, maintaining confidentiality and consistently communicating with tact and diplomacy.
• Apply and maintain knowledge of AstraZeneca’s processes and systems, acting as an informed resource for the broader team.
• Assist with other duties and special projects as assigned, contributing to operational excellence and team success.
• Support the creation of meeting agendas, meeting minutes, and key attendee invitations for the US Corporate Affairs leadership team and other internal meetings.
• Effectively collaborate across AstraZeneca’s network of peers, aiding in team efficacy.
• Manage team communication and file sharing channels such as Microsoft Teams, SharePoint, and Outlook distribution lists.
• Facilitate the onboarding of new team members in collaboration with their line managers.
• Support initiatives to create a strong team culture.
• Work with the broader GCA PA network to harmonize processes and provide support where necessary across the organization, including sickness/holiday cover as required.

Essential Skills/Experience

• High School diploma or GED required; associate or bachelor’s degree preferred.
• Minimum of 5 years of demonstrated administrative experience, with support of senior executives or leadership teams within a large, complex and international organization.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Teams, and Outlook; ability to quickly adapt to new technology and digital tools.
• Exceptional verbal and written communication skills and attention to detail, with confidence interacting across all organizational levels and with external partners.
• Experience in event planning, project coordination, and logistics management for meetings or off-site activities is highly desirable, including room block reservations, catering, on-site equipment needs, and contracting.
• Strong organizational skills with the ability to independently prioritize multiple, time-sensitive projects and adapt to rapidly changing circumstances.
• Ability to exercise sound judgment and always maintain a high level of confidentiality and professionalism.
• Familiarity with senior executive and diplomatic protocols for written correspondence and in-person event hosting.
• High level of resilience and ability to work independently with self-motivation.
• Flexible, proactive approach with willingness to accommodate duties outside normal scope and exceed expectations.

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