Senior Administrative Coordinator

Role Summary

Senior Administrative Coordinator supporting Vice President(s) and departmental leadership in Clinical Trial Management and Global Clinical Operations. Provides proficient calendar management, travel logistics, event planning, and supplies coordination. Proficient in Word, Concur, and able to learn new technologies.

Responsibilities

• Proactively manage calendars and prioritize support needs.
• Anticipate leaders' and teams' logistics and problem-solve accordingly.
• Coordinate logistics for internal/external meetings and seminars; may manage off-site contracts and event budgets within approval limits.
• Coordinate team buildings, town halls, agendas, and distribution of final slides; provide catering recommendations for events.
• Assist employees and guests with travel, expense reports, and team lunches where applicable.
• Understand and advise on company policies, procedures, and resources.
• Manage department contact lists/org charts; create/update pivot tables, dashboards, and reports; maintain SharePoint/internal pages with proper permissions and version control.
• Anticipate and coordinate office supplies; submit requisitions and track purchase orders; coordinate department expenses.
• Serve as point person for new employees in the department; coordinate with IT, Facilities, Procurement; assist with space planning.
• Streamline administrative workflows; make recommendations for solutions.
• Draft and distribute communications, announcements, and updates as needed.
• Assist in preparing presentations, reports, agendas, minutes; monitor follow-up for action items.
• Participate in ad-hoc departmental projects; train new employees on internal systems.
• Provide backup support for other administrative coordinators.
• All other duties as assigned.

Qualifications

• Required: Associate degree; 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, problem-solving, and ability to work independently or with a team.
• Quick learner, adaptable to change and ambiguity; ability to manage risk and adjust as needed.
• Relationship-building across levels; coachable and receptive to feedback.
• Proficient in MS Office, SharePoint, Concur, and teleconference systems; basic troubleshooting.

Education

• Associate degree required; Bachelor's degree preferred.

Additional Requirements

• Travel or physical requirements not specified as essential.