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Administrative Coordinator

2 - 5 years
Posted: 2019-04-19

Industry
Recruitment/Staffing/RPO
Function
Admin/Secretarial
Posted On
19th Apr 2019
Job Ref code
1812
Job Description
Job Description :

Key responsibilities include:
  • Manage multiple calendars and schedule meetings
  • Prepare and process expense reports
  • Coordinate and make travel arrangements
  • Maintain up-to-date lists of team players and key 1:1 meeting
  • Plan and execute logistics for internal and external meetings including scheduling, catering, receiving visitors, and A/V equipment needs
  • Assist managers with candidate scheduling as well as on/off boarding of staff
  • Manage the administrative aspects of relationships with outside experts and vendors
  • Work with compliance team to process sponsorships and memberships
  • Register for conferences, congresses and seminars
  • Assist with preparation of presentations and meeting agendas
  • Provide training and guidance to new team members
  • Serve as back-up for other Administrative Coordinators if they are unavailable
  • Arrange for guest speakers, including contracts, travel and venue
  • Assist with special projects


Qualifications:
  • Bachelor’s degree
  • Associate degree and 2 years of Administrative experience; or
  • High school diploma and 4 years of Administrative experiencesupporting large teams at different levels
  • Outstanding communication skills, both oral and written
  • Strong working knowledge and experience in Microsoft Office: Outlook, Word, PowerPoint and Excel
  • Exceptional at managing multiple calendars including coordination across multiple time zones
  • Strong working knowledge and experience in arranging multi-destination travel for multiple travels
  • Ability to work in a fast-paced, deadline-driven environment
  • Discretion in dealing with proprietary information
  • Ability to prioritize projects of greater urgency and importance
  • Excellent organizational and time-management skills
  • Experience providing administrative support to remote staff
  • Helpful, can-do attitude with a solution-oriented approach
  • Polite and personable ‘team player’
  • Skilled at remaining calm under pressure
  • Experience working in biopharma industry


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