Senior Administrative Coordinator, V&I

Senior Administrative Coordinator, V&I

Location: Gaithersburg, MD

Introduction to role

This is an exciting opportunity to take on a challenging and varied role within the Vaccines and Immune Therapies (V&I) unit. Your focus will be on providing high-quality professional administration support to the Senior Executives within V&I. 

As the successful role holder, you will be an individual with high standards, enthusiasm, and a passion for learning, together with excellent communication skills, a proactive approach, and the confidence to act independently. 

Attention to detail and having a high level of great organizational skills will be the key to success with this role. The role includes diary management, coordinating internal and external meetings, processing expenses, arranging virtual meetings, global conference calls/videoconferences, managing complex travel including visa arrangements, as well as organizing and preparing material for key meetings and communications. 

The diary arrangements will require you to have strong influencing skills with the ability to engage relevant people in developing solutions; your patience and flexibility will be advantageous in securing this challenging but interesting role. 

Often working independently, you must be able to respond to changes in customer and stakeholder demands with the flexibility to adapt to changing situations.  You will also collaborate closely with your broader Admin and PA network, particularly within V&I and BBU, to ensure effective leadership team coordination, cross-V&I and BBU activity planning, as well as ongoing learning and process improvement initiatives. Being an integral part of the BBU PA team, your contributions will be vital in fostering a cohesive and efficient working environment 

Accountabilities 

Provide high-level administrative support to the SVP and/or other Leadership within V&I to include but not limited to these key tasks: 

• Comprehensive diary management, to ensure that efficiency and time management is maximized. Prioritize and manage complex diary arrangements. 

• Organize internal and external meetings, room bookings, hospitality etc. Set up virtual meetings (Microsoft Teams/Zoom). 

• Organize travel and accommodation. 

• Prepare and track key documentation including expenses, purchase orders and resource tracking tools. 

• Maintain effective information management processes including SharePoint management, distribution lists, organization charts and other relevant documentation. 

• Support and deliver assigned projects as agreed with the SVP and V&I Senior Leadership Team. 

• Act as a role model and collaborative team player alongside other administrative colleagues in V&I and the Biopharmaceuticals Business Unit, contributing to cross-functional priorities and activities. 

Essential Skills/Experience 

• Minimum HS Diploma or GED; Bachelor’s degree preferred. 

• At least 5 years demonstrated high level administrative support experience including experience of supporting senior leaders 

• Prior Personal Assistant experience at the C-Suite or senior leadership level, with energy and passion for the role 

• Self-starter, able to prioritize own workload, work unsupervised and use own initiative to solve problems 

• Able to perform effectively under pressure, and demonstrate flexibility and adaptability to meet changing business demands 

• Focus on quality and attention to detail 

• Maintains confidentiality and always deals discretely with sensitive information 

• Proven track record of project coordination 

• Experience of organizing complex meetings and complex diary management 

• Experience of exercising judgement to make decisions when appropriate 

• Advanced verbal and written communication and interpersonal skills across all levels of the organization 

• Proficiency in the Microsoft Office suite including advanced expertise in Teams, PowerPoint and Word 

Desirable Skills/Experience 

• Experience of working in a multinational company 

• Experience within the Pharmaceutical industry 

When we put unexpected teams in the same room, we unleash bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility.