Administrative Coordinator

About the Role

We are seeking an experienced Administrative Coordinator to support one of our key Vice Presidents within Global Respiratory and the Immunology team as part of the Biopharmaceutical Business Unit. The role involves performing a variety of secretarial and project-oriented activities, including complex calendar management, travel arrangements, event planning, vendor engagement, and executive-level support. Budget management is also a key responsibility.

Responsibilities

• Executive Representation: Respond on behalf of the Vice President to internal and external stakeholders, ensuring professionalism and managing conflicting priorities.
• Inquiry Management: Handle complex or escalated inquiries from other Personal Assistants and secretarial staff, serving as a subject-matter resource within the administrative team.
• Calendar & Inbox Management: Manage senior managers' email accounts, schedule appointments, and respond to or redirect routine inquiries from internal and external sources.
• Document Preparation: Accurately transcribe, type, format, and proofread a wide range of materials—including correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations—using word processing, presentation, graphics, and spreadsheet software.
• Desktop Publishing: Utilize desktop publishing tools to create complex, high-quality documents that support departmental activities and executive communications.
• Project Support: Provide specialized, project-based administrative support across multiple initiatives.
• Meeting & Event Coordination: Coordinate internal and external meetings and conferences, including scheduling, arranging travel logistics for attendees, and organizing necessary amenities.
• Independent Judgment: Execute additional administrative tasks with autonomy, discretion, and sound business judgment.
• Communications Distribution: Prepare and distribute documents, presentation materials, and official information releases to relevant stakeholders.
• Mentorship: Coach and mentor less experienced secretarial and help desk staff, supporting their professional development and issue resolution.
• Workload Planning: Plan, organize, and schedule personal workload using digital tools to ensure timely and accurate completion of all activities.

Requirements

• Minimum Requirements:
  • High School Diploma required; Bachelor’s Degree preferred in a relevant field.
  • 5+ years of executive-level administrative support experience.
  • Complex global travel and meeting coordination experience.
  • Demonstrated ability to influence without authority.
  • Experience interacting with senior stakeholders.
  • Strong organizational and time management skills with the ability to multitask.
  • Advanced proficiency in Excel, PowerPoint, Word, Visio, and MS Project.
• Desirable Requirements:
  • Large group coordination experience.
  • Prior experience supporting multiple functional leaders.
  • Ability to interact confidently with executives and employees at all levels.
  • Strong time-management skills and ability to prioritize time-critical assignments.

Location

Preferred location is Gaithersburg, MD. Alternate site base is Cambridge.