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Job Title: Administrative Coordinator

Function: Precision Medicine and Biosamples (PMB), Oncology R&D

Location: Gaithersburg, MD

At AstraZeneca we turn ideas into life changing medicines. Working here means being entrepreneurial, thinking big and working together to make the impossible a reality. We’re focused on the potential of science to address the unmet needs of patients around the world. We commit to those areas where we think we can really change the course of medicine and bring big new ideas to life. As an Administrative Coordinator in Toronto, Canada, you’ll play a pivotal role in channeling our scientific capabilities to make a positive impact on changing patients’ lives.

As an Administrative Coordinator in Precision Medicine and Biosamples (PMB), you will use your excellent organizational skills to enable Senior Leaders to focus on science to deliver medicines to patients.

Working within our global Office Management Team of 8 Administrators, you will provide proactive high-quality 1:1 support to multiple senior leaders as well as administrative coordination to PMB’s North American (NAM) communities (Gaithersburg, New York, Boston, San Francisco & Mississauga). You will be required to work independently, using your initiative and creativity to deliver in this dynamic environment.

Gaithersburg is one of over 400 sites here at AstraZeneca, providing a collaborative environment where everyone feels comfortable and able to be themselves is at the core of AstraZeneca’s priorities. This site includes a fitness center, employee healthcare clinic, electric vehicle charging stations, dry cleaning, full-service cafeteria and copy center, game rooms, community garden and much more to keep our employees happy and balanced! This modern and vibrant scientific campus is the home of Oncology in the U.S.

Responsibilities/Duties:

1:1 Senior Leaders support

• Provide 1:1 administrative support at a senior level; to include calendar management, travel bookings, expenses management etc.
• Facilitate smooth communications between senior leaders and other internal & external collaborators

Administrative coordination (NAM communities)

• Lead and coordinate logistics in relation to PMB face-to-face, hybrid & virtual meetings
• Where appropriate and agreed, lead the practical arrangements of PMB meetings and provide support (i.e. agenda planning, documentation preparation, minute taking & action tracking)
• Work alongside PMB onboarding coordinator to ensure a seamless experience for new joiners
• Contribute to the management of the PMB central mailbox by monitoring between 12:00-17:00 and completing any NAM/ time sensitive requests
• Independently & pro-actively resolve issues and challenges relating to administrative requests

• Work collaboratively to deliver initiatives that create engagement & wellbeing
• Provide support to internal and external site visitors
• Become an expert user in key business systems and processes

Team

• Participate in and contribute to knowledge sharing and training
• Participate in and contribute to administrative continuous improvement activities
• Provide guidance/ coaching and mentoring to colleagues where required

Essential Requirements:

• 5+ years of administrative support experience
• High School Diploma or equivalent
• Extensive calendar management using Microsoft Outlook
• Demonstrated ability to effectively work in a global environment
• A professional, confident, and proactive approach, with the ability to independently manage a diverse and demanding workload
• Ability to work independently and respond to changes in customer & stakeholder demands with the flexibility to adapt to changing situations
• Strong organizational and forward-planning skills with attention to detail
• Capacity to work autonomously and at the same time collaborate effectively with other members of the administrative support team/ PMB colleagues
• Strong proficiency with Microsoft Office programs; MS Teams, PowerPoint, Excel
• Operates with discretion and maintains confidentiality as required

Desired Competencies:

• Productive Enjoys working hard; is willed to take action and full of energy for the things they sees as challenging
• Approachability Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener
• Composure Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress
• Creativity Comes up with a lot of new and unique ideas; easily makes connections
• Customer Focus Is dedicated to meeting the expectations and requirements of internal and external customers; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect
• Functional/Technical Skills Has the functional and technical knowledge and skills to do the job at a high level of accomplishment
• Learning on the Fly Learns quickly when facing new problems; a relentless and versatile learner; open to change; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything
• Organizing Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently arranges information and files in a useful manner
• Peer Relationships Can quickly find common ground and solve problems for the good of all; can represent their own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a great teammate and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers
• Perseverance Pursues everything with energy, drive, and a need to finish; seldom gives up before finishing, especially in the face of resistance or setbacks
• Process Management Good at figuring out the processes vital to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for harmony and integration where others can't; can simplify complex processes; gets more out of fewer resources
• Technical Learning Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge
• Time Management Uses their time effectively and efficiently; values time; concentrates their efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities
• Written Communications Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect

Why AstraZeneca?

At AstraZeneca we’re dedicated to being a Great Place to Work. Where you are empowered to push the boundaries of science and unleash your entrepreneurial spirit. There’s no better place to make a difference to medicine, patients and society. An inclusive culture that champions diversity and collaboration, and always committed to lifelong learning, growth and development. We’re on an exciting journey to pioneer the future of healthcare.

We feel a strong sense of pride and accomplishment playing our part in making a positive difference to medical science, patients and society – promoting health and wellbeing all around the world.

So, what’s next?

Are you ready to bring new insights and fresh thinking to the table? Brilliant! We have one seat available, and we hope it’s yours.

Where can I find out more?

Our Social Media, Follow AstraZeneca on LinkedIn

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