Location: Barcelona, Spain
Job reference: R-217707
Date posted: 01/20/2025
Join our dynamic team as an Administrative Coordinator, where you will perform a variety of administrative activities in support of Senior Leaders and functional areas. You will maintain and modify Senior Leaders' schedules, manage travel and meeting logistics, gather and track information within the team, and handle special projects. This role involves coordinating activities between departments and external parties, preparing reports, and handling highly confidential information.
**Accountabilities**
- Scheduling meetings, managing inboxes, and calendars using MS Outlook, including video conferencing and audio-conferencing tools such as Skype and Zoom.
- Preparing complex international and domestic travel arrangements, including booking flights, accommodation, car service, arranging meetings, and preparing itineraries.
- Managing files and team collaboration sites, including access lists, directories, and providing basic assistance with collaboration tools.
- Liaising with senior-level executives and their staff to coordinate integral activities and meetings.
- Handling extremely confidential and proprietary information with utmost discretion.
- Acting as a gatekeeper by screening phone calls and ensuring timely responses.
- Coordinating both small and large meetings, conference calls, and global video conferences, including advanced preparation of materials and audio/visual facilities.
- Processing invoices and expenses to ensure timely payment while adhering to strict compliance guidelines and playing a key role in budget tracking.
- Willingness to learn and adapt to changing technology, partnering with information technology on continuous improvement initiatives, leading the adoption of new technologies.
- Opening and managing Purchase Orders in SAP.
- Mailing, tracking, and documenting confidential documents.
- Responsible for filing, copying, scanning, and faxing.
- Performing other duties as assigned.
**Essential Skills/Experience**
- Strong work ethic, professional demeanor, organized, and detail-oriented.
- Ability to work independently with mínimal direction.
- Excellent interpersonal, written, and verbal communication skills in English with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint, and Outlook).
- Technically proficient with common tools used in executing job functions.
- Ability to learn and adapt to evolving technologies allowing executives to be productive from any location.
- Highly proactive and willing to take initiative.
- Ability to maintain confidentiality.
- Strong relationship-building skills with peers and administrative teams.
- Mature and composed while multi-tasking under pressure.
- Ability to prioritize, identify problems, and seek solutions.
When we put unexpected teams in the same room, we unleash bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.
At AstraZeneca's Alexion division, you will be part of a pioneering team at the forefront of biomedical science. Our commitment to transparency, objectivity, and ethics drives us to push the boundaries of science. We translate complex biology into transformative medicines for rare diseases. With our global reach and resources, we are shaping the future of rare disease treatment. Join us to grow in a rapidly expanding portfolio, enjoy an entrepreneurial spirit, and make a meaningful impact on patients' lives.