Duration: 6 weeks
Job Description
Provides basic administrative support, and performs administrative tasks according to set policies and procedures. Individuals in this role carry out a range of relatively routine activities and processes to provide support to the business unit. This role impacts the reputation of the function it serves as the initial point of contact for many customers.
Role Overview
Our client is seeking an Administrative Coordinator to provide high-impact support to the Vice President, Head of Information Technology, Rare Disease Unit and the broader leadership team. This role is critical to ensuring smooth operations across calendar management, travel coordination, executive meeting logistics, cross-functional communications, and event support. The ideal candidate is proactive, highly organized, discreet, and comfortable operating in a fast-paced, global environment with multiple time zones.
Key Responsibilities
- Executive Support & Calendar Management: Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts.
- Travel Coordination (Concur): Arrange domestic and international travel using Concur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies.
- Leadership Team Operations: Work closely with the VP’s leadership team to plan and execute quarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions.
- Stakeholder Collaboration: Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination.
- Catering & Facilities Liaison: Serve as the primary point of contact for catering and onsite logistics at the Boston and New Haven locations for IT department leadership meetings, town halls, and key events.
- IT Communications Support: Collaborate with the IT Communications team to execute town halls, leadership presentations, and communications for the IT organization; ensure timelines, content reviews, and distribution plans are met.
- Confidential Processes: Coordinate confidential interviews and meetings with discretion; manage documents and communications in line with confidentiality requirements.
- Global Coordination: Schedule and support meetings across multiple time zones, ensuring accessibility for global stakeholders and timely follow-ups.
- Project Management: Lead and track administrative and event-related projects end-to-end (scope, timeline, dependencies, stakeholders, and risk mitigation); drive status updates and deliverables to completion.
- Operational Excellence: Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices.
Qualifications
- Experience: 5+ years of administrative or coordination experience supporting senior executives; experience in technology or life sciences preferred.
- Project Management: Demonstrated project management experience with the ability to plan, execute, and deliver on tight timelines.
- Tools & Systems: Proficiency with Concur, Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel), ChapGPT, ShareNote, To-do list
- Communication: Excellent written and verbal communication skills with strong attention to detail; experience working with communications or events teams is a plus.
- Organization & Judgment: Strong prioritization, problem-solving, and decision-making skills; ability to manage confidential information with the highest discretion.
- Time Zone & Flexibility: Comfortable coordinating across many different time zones and adapting to shifting priorities.
Competencies
- Proactive ownership: Anticipates needs, flags risks early, and follows through on commitments.
- Stakeholder management: Builds trust with senior leaders, peers, and external partners.
- Detail orientation: Delivers polished, accurate materials and logistics with minimal oversight.
- Resilience & adaptability: Thrives in a dynamic environment with changing requirements.
- Collaboration: Effective at cross-functional teamwork, especially with Communications and Facilities.
