Administrative Coordinator – Digital Medicine

Role Overview

• Proactively manage complex executive calendars and competing priorities across multiple global time zones, ensuring strategic alignment of schedules and effective use of executive time
• Anticipate needs, scheduling conflicts, and independently identify solutions through collaboration with cross-functional stakeholders, executives, and administrative partners
• Coordinate domestic and international travel arrangements, including itineraries, logistics, and timely preparation and submission of expense reports while ensuring compliance with company policies and procedures
• Support congresses, conferences, and key business meetings by managing registrations, travel, accommodations, ground transportation, meeting logistics, and on-site coordination as needed
• Lead logistical meeting preparation activities, including securing appropriate venue, coordinating catering, audiovisual requirements, conference room setup, and facilities requests
• Manage operational processes such as purchase orders, invoice processing, vendor coordination, mailings, and courier services
• Maintain department distribution lists, organizational charts, and key stakeholder contacts, while developing a strong understanding of organizational priorities and cross-functional partnerships
• Capture action items, track follow-up activities, and help drive accountability to ensure timely completion of commitments
• Coordinate and support special projects, leadership summits, off-site meetings, team-building activities, onboarding initiatives, and other departmental events
• Provide backup support to administrative colleagues and contribute to a collaborative, high-performing team environment
• Identify opportunities to improve administrative processes, enhance team effectiveness, and support a culture of continuous improvement.

Requirements

• Associate’s degree and 2 years of administrative experience OR 2 years in a technical school setting with hands-on experience OR High school diploma / GED and 4 years of administrative experience
• Minimum of 5 years of experience supporting senior leaders in a fast-paced, highly matrixed organization
• Exceptional verbal and written communication skills, with the ability to interact effectively with stakeholders at all levels of the organization
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Word
• Experience utilizing SAP, MyBuy, Concur, Microsoft Teams, WebEx, SharePoint, Microsoft Copilot, and other AI-enabled productivity tools
• Experience within the biopharmaceutical, healthcare, or life sciences industry
• Demonstrated discretion and professionalism in handling confidential and sensitive information
• Strong interpersonal skills with the ability to foster collaboration, build trusted relationships, and maintain composure under pressure.

Benefits

• A comprehensive employee benefits package, including a Retirement and Savings Plan with generous company contributions
• group medical, dental and vision coverage
• life and disability insurance
• flexible spending accounts
• A discretionary annual bonus program, or for field sales representatives, a sales-based incentive plan
• Stock-based long-term incentives
• Award-winning time-off plans
• Flexible work models where possible.