Senior Administrative Coordinator

Role Summary

The Senior Administrative Coordinator is a dynamic role that provides administrative support to vice presidents and departmental leadership overseeing Clinical Trial Management and Global Clinical Operations. It includes proficient calendar management, travel and logistics, and supports team events, supplies, and client needs. Proficiency in Word, Concur, and learning new technologies is required.

Responsibilities

• Proactively manage calendars with an understanding of priorities for those supported.
• Anticipate leaders' and teams' needs to manage and solve related logistics.
• Coordinate logistics for internal/external meetings and seminars; collaborate with Strategic Sourcing and Procurement on off-site meeting contracts and manage meeting/event budgets within approval limits.
• Coordinate team buildings, town halls, agendas, and final slides; make catering recommendations for meetings/events during meal periods.
• Assist with travel, expense reports, and ordering team lunches where applicable.
• Provide guidance on company policies and resources as needed.
• Manage department contact lists/org charts, pivot tables, dashboards, and reports; maintain content on SharePoint/internal pages with proper permissions and version control.
• Anticipate and coordinate office supplies, submit requisitions, track purchase orders, and coordinate broader department expenses.
• Act as a point person for new employees, coordinate with IT/Facilities/Procurement, and assist with space planning for new hires.
• Streamline administrative workflows, make recommendations to resolve issues.
• Draft and distribute communications, announcements, and updates as needed.
• Assist with preparing presentations, reports, agendas, minutes, and follow up on action items.
• Participate in ad-hoc departmental projects; may train new employees on internal systems.
• Provide backup support for other administrative coordinators.
• All other duties as assigned.

Qualifications

• Associates degree required; bachelor's degree preferred.
• 5+ years of administrative experience; 2+ years in pharma/biotech preferred.

Skills

• Strong written and verbal communication; ability to interact across all levels while maintaining confidentiality.
• Independent with good judgment and problem-solving; able to work independently and with a team.
• Adaptable to change and ambiguity; calm under pressure.
• Ability to build relationships across the organization; coachable and receptive to feedback.
• Proficient in MS Office, SharePoint, Concur, and teleconference systems; basic troubleshooting.