Administrative Coordinator, Late Respiratory

2 weeks ago

Mississauga, Canada AstraZeneca Full time

**Administrative Coordinator, Late Respiratory & Immunology (R&I)**

**Hybrid Work
- on average 3 days/week from our Mississauga, Canada office**

At AstraZeneca, we pride ourselves on crafting a collaborative culture that champions knowledge-sharing, ambitious thinking and innovation - ultimately providing employees with the opportunity to work across teams, functions and even the globe.

Recognizing the importance of individualized flexibility, our ways of working allow employees to balance personal and work commitments while ensuring we continue to create a strong culture of collaboration and teamwork by engaging face-to-face in our offices 3 days a week. Our head office is purposely designed with collaboration in mind, providing space where teams can come together to strategize, brainstorm and connect on key projects.

Our dedication to sustainability is also central to our culture and part of what makes AstraZeneca a great place to work. We know the health of people, the planet and our business are interconnected which is why we’re taking ambitious action to tackle some of the biggest challenges of our time, from climate change to access to healthcare and disease prevention.

**Summary**

As the Administrative Coordinator for Late R&I, you will provide valued support to leaders, teams, and key business processes in this critical function. You will operate in a dynamic and fast-paced environment - navigating calendar conflicts, arranging meetings and travel, ensuring prompt payment of PO’s, assisting with recruitment and onboarding of new team members, and supporting engagement events across our sites globally. You will work with urgency and focus to proactively communicate with stakeholders, continuously seek to organize and simplify your work, and collaborate regularly with the global administrative team.

With a growth mindset, you will collaborate with your peers across R&I and BioPharma R&D to share and adopt standard processes, drive continuous improvement, and proactively find opportunities for simplification and innovation.

**Typical Accountabilities**:

- Lead sophisticated calendars for our Late Respiratory and Immunology Leadership team (including VP, Executive and Senior Directors) to schedule meetings and special events; prioritize calendar conflicts.
- Coordinate with our global admin team (US, UK and Europe)
- Handle coordination of logistics for leader meetings and engagements
- Handle domestic and international travel arrangements
- Provide specialist project administrative support to leaders and department, as required
- Develop and maintain processes, promote standard methodologies and share expertise in key systems
- Be point of contact for Mississauga site events, facility issues, and inquiries
- Support and contribute to creating a successful project team, facilitating good cross-team collaboration
- Effectively lead special projects and other duties as assigned
- Support planning and logistics for live and virtual meetings/conferences
- File expense reports and supply orders with accuracy and efficiency for team members, including follow-through to ensure that appropriate and timely actions are taken
- Track and support assigned internal projects and processes, such as employee recognition program and recruitment tracking; generate reports from various internal systems under tight time constraints

**Essential requirements**:

- High School Diploma
- 5+ years of experience in an administrative role supporting complex projects
- Prior experience supporting multiple functional leaders
- Excellent verbal and written communication skills
- Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
- Excellent organization skills and the ability to handle multiple projects or tasks simultaneously and efficiently, identifying high priority and urgent tasks for immediate action so that all activities are completed accurately and on time
- Demonstrate attention to detail, working to consistently deliver to a high standard
- Strong forward-planning and stakeholder management skills
- Solid relationship-building skills to develop networks both within the company and externally
- Track record of handling and resolving challenges quickly and efficiently, with flexibility to adapt to changing situations and business needs

**Desirable requirements**:

- Bachelor Degree
- Relevant training, multitasking, certifications in software, and/or time management
- Ability to interact confidently with executives and employees at all levels
- Experience working in a fast-paced global environment balancing competing priorities
- Experience providing high quality, professional support service, working proactively and independently without day to day direction.
- Ability to format documents for consistent, professional appearance and experience handling sensitive information in a confidential and discrete manner.
- Demonstrated

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