Executive Coordinator

Role Summary

Executive Coordinator, Global Manufacturing. Reporting directly to the SVP (Head of Global Manufacturing), the role is a proactive, data-driven strategic partner who can organize, analyze, and present information to enhance decision-making and drive team efficiencies. This position goes beyond traditional administrative support and requires a technically proficient individual who acts as the trusted "right hand" in a fast-paced, globally scoped environment. Location: Hybrid onsite in Novato or San Rafael, 3–4 days per week.

Responsibilities

• Provide high-level administrative support to the Global Manufacturing Leadership team, driving communication standardization through templates.
• Serve as an administrative partner, anticipating needs so leadership can focus on high-impact manufacturing and transformation priorities.
• Orchestrate intricate, complex calendar management across multiple time zones, reinforcing "standard work" and resolving conflicts independently.
• Coordinate domestic and international travel with meticulous attention to detail, including flights, hotels, and ground transportation.
• Prepare and submit expense reports in alignment with T&E policies.
• Maintain and manage internal communication channels, including BioWeb (SharePoint), Microsoft Teams, and digital signage.
• Leverage digital tools, data insights, and emerging technologies (including AI) to optimize operations and drive efficiency.
• Manage and organize Teams folders to ensure information is current, accurate, and easily accessible.
• Act as the departmental "go-to-person" for general operational inquiries and IT-related issues.
• Serve as a critical communications hub, facilitating information flow between the SVP, leadership team, and cross-functional partners.
• Partner with Corporate Communications to ensure messaging alignment and compliance with social media standards.
• Draft, review, and refine executive communications, presentations, and strategic documents.
• Lead and partner with the broader Executive Coordinator community to synchronize global travel and interactions.
• Support Global Manufacturing Town Halls, conferences, and off-site meetings, managing budgets, timelines, and logistics.
• Coordinate team-building activities, community outreach, and social events to strengthen organizational culture.
• Assist with the onboarding and integration of new leadership team members.

Qualifications

• Experience: 5–10+ years of executive-level support for VP, SVP, or C-level leaders in complex, global organizations.
• Software Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Concur.
• Technical Savviness: Ability to quickly learn new platforms and guide others in adopting digital tools.

Skills

• Adaptability
• Discretion
• Proactive Mindset
• Executive Presence
• Global Readiness

Education

• Bachelor’s degree required.