AstraZeneca Pharmaceuticals LP Administrative Coordinator in Gaithersburg, Maryland

Administrative Coordinator to CFO group, Oncology Business Unit

At AstraZeneca and MedImmune, we embrace a company culture that is personal and welcoming. It was built by our employees, is maintained by them, and is stronger because of them. It brings out the best in every one of us, and provides the framework for how we want to grow. As an organization, we are committed to delivering consistently high ethical standards of practice worldwide. We are driven by the desire to develop innovative medicines that bring hope and improve lives.

About AstraZeneca in Oncology

AstraZeneca has a deep-rooted heritage in Oncology and offers a quickly growing portfolio of new medicines that has the potential to transform patients’ lives and the Company’s future. With at least 6 new medicines to be launched between 2014 and 2020 and a broad pipeline of small molecules and biologics in development, we are committed to advance New Oncology as one of AstraZeneca’s six Growth Platforms focused on lung, ovarian, breast and blood cancers. By harnessing the power of four scientific platforms -- immuno-oncology, the genetic drivers of cancer and resistance, DNA damage repair and antibody drug conjugates -- and by championing the development of personalized combinations, AstraZeneca has the vision to redefine cancer treatment and one day eliminate cancer as a cause of death.

Position Summary:

Reports directly to the CFO Oncology Business Unit (OBU), the Administrative Coordinator (AC) provides the highest level of support to OBU CFO, a member of OBU Leadership Team (LT) Team. This role will also support up to 7 other direct reports of the OBU CFO team.

The AC serves as the primary point-of- contact to internal and external customers for requests pertaining to the office of the CFO. He/she also serves as a liaison to OBU Leadership Team, and other internal and external contacts. The AC is responsible for management of highly confidential and time sensitive requests/material. The successful AC is discreet, respectful and is able to professionally respond, not to react to challenging situations.

AC support to the VP is in a fast paced, changing environment which requires resilience and personal flexibility; due to routine and urgent business critical requests across several time zones, the AC is often required to be available outside regular working hours.

Responsibilities:

  • Prepares documents and presentation materials; screens and responds to incoming correspondence, inquiries, and phone calls; drafts letters and official information releases

  • Manages the appointments and schedules and makes travel arrangements

  • Completes accurate monthly expenses reports for submission using internal expenses system, including approving direct reports’ expenses following due diligence and in line with corporate guidelines and deadlines

  • Prepares and creates purchase orders as needed for all payables to vendors, including approvals on behalf of VP and team

  • Gathers, compiles, verifies, and analyses information for the VP to use in documents such as memos, letters, reports, speeches, presentations, and news releases

  • Coordinates internal and external meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available

  • Able to set up meetings & teleconference calls using various types of technology, including: telepresence, video conferencing, teleconference, WebEx, etc… both domestic & internationally

  • Facilitates smooth communications between the VP and other executives, managers, vice presidents, direct reports and employees; and between the VP and external parties such as media, customers, and the public

  • Accurately transcribes, types, formats and proof reads a wide variety of material (for example correspondence, invoices, contracts, meeting minutes, reports, speeches and presentations) using Microsoft office

  • Accesses the VP's email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources. triage and prioritize e-mail; flag time-sensitive requests/approvals

  • Provides specialist project based administrative support when required

  • Handles confidential information and maintains the security of the VP's records and files

  • Maintains the VP's office and accounting records; monitors, reviews, and approves standard expenditures to ensure that the activities of the office are conducted within established budgets

  • Performs other administrative tasks using independent judgement and discretion

  • Plans and schedules own workload so that all activities are completed accurately and on time

  • Provides full recruitment support for VP; serve as liaison between Human Resources, Executive Search and internal/external candidates

  • Plan full logistics of team off-sites and town halls within budget including direct vendor contact and negotiations, including setting up of contracts

  • Acts as part of a wider support Administrative team working together to share best practices, support and resolving problems – acts as a mentor/coach to less experienced administrative staff and peers

Qualifications and Skills:

  • 5+ years of experience supporting Senior and/or Executive Leaders

  • Two-year Associate Degree or proven equivalent experience

  • Able to communicate effectively with ease and confidence, both written and verbal

  • Keen understanding of professional and diplomatic interpersonal skills

  • With an eye for detail, manage multiple projects/tasks simultaneously and effectively

  • Possesses general knowledge of working globally within a variety of cultures

  • Forward-looking, results oriented, focused/proactive thinker

  • Works well independently, but also works in a team setting

  • Flexible with a 'can-do' attitude, but will delegate when necessary; resilient

  • Demonstrated intermediate to advanced PC skills and ability including Microsoft office and other industry applications, e.g. Sharepoint and BOX

Next Steps – Apply today!

To be considered for this exciting opportunity, please complete the full application on our website at your earliest convenience – it is the only way that our Recruiter and Hiring Manager can know that you feel well qualified for this opportunity. If you know someone who would be a great fit, please share this posting with them.

AstraZeneca is an equal opportunity employer. AstraZeneca will consider all qualified applicants for employment without discrimination on grounds of disability, sex or sexual orientation, pregnancy or maternity leave status, race or national or ethnic origin, age, religion or belief, gender identity or re-assignment, marital or civil partnership status, protected veteran status (if applicable) or any other characteristic protected by law. AstraZeneca only employs individuals with the right to work in the country/ies where the role is advertised.