Administrative Coordinator, Late Development Oncology (12 Month Contract)

At AstraZeneca, we pride ourselves on crafting a collaborative culture that champions knowledge-sharing, ambitious thinking and innovation ultimately providing employees with the opportunity to work across teams, functions and even the globe.

Recognizing the importance of individualized flexibility, our ways of working allow employees to balance personal and work commitments while ensuring we continue to create a strong culture of collaboration and teamwork by engaging face-to-face in our offices 3 days a week.

Our head office and BlueSky Hub in downtown Toronto are purposely designed with collaboration in mind, providing space where teams can come together to strategize, brainstorm and connect on key projects.

Our dedication to sustainability is also central to our culture and part of what makes AstraZeneca a great place to work.

We know the health of people, the planet and our business are interconnected which is why we’re taking ambitious action to tackle some of the biggest challenges of our time, from climate change to access to healthcare and disease prevention.

As an Administrative Coordinator in Late Development Oncology, you will use your excellent organizational skills to enable Senior Leaders to focus on science to deliver medicines to patients.

Working within our Global Team of 20 Administrative coordinators providing global support, you will operate in a dynamic and fast-paced environment providing high-quality project coordination and 1 : 1 support to our Senior Leaders, teams and key business processes.

You will work with urgency and focus to proactively communicate with stakeholders, consistently seek to organize and simplify your work, and collaborate regularly with our global administrative team.

With a growth mindset, you will work in close collaboration with your peers across Late Development Oncology to share and adopt best practices, drive continuous improvement of key business processes, and proactively identify opportunities for simplification and innovation.

Responsibilities / Duties :

Administrative

• Provide 1 : 1 administrative support at a senior level; to include sophisticated and complex calendar management, domestic and international travel bookings, expenses management.
• Independently and pro-actively resolve issues and challenges relating to administrative requests and calendar conflicts.
• Facilitates smooth communications between executive and other internal and external collaborators.
• Lead the practical arrangements and contribute to the preparations of internal and external meetings and team engagements.
• Manage logistics (project team calendar, scheduling, room bookings, meeting minutes, agendas, action logs, forward agendas, distribution lists)
• Lead and coordinate logistics relating to virtual and face to face meetings.
• Information management for team access (SharePoint management, storing of minutes, presentations, file structure) training teams on usage and making process improvements.
• Provide specialist project administrative support to leaders and department, as required.
• Effectively lead special projects and other duties as assigned.

Team

• Work collaboratively with our BPO to deliver initiatives that create engagement & wellbeing for the 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.
• Support and contribute to creating a high performing team, facilitating good cross-team collaboration.

Desired Competencies :

• Advanced proficiency in Microsoft Office Suite, including extensive calendar management in Outlook and data management in Excel.
• Demonstrated proficiency with a variety of virtual meeting technologies, information management software, and Microsoft products.
• Customer Focus : Dedicated to meeting the expectations and requirements of internal and external customers.
• Process Management : Refining processes vital to delivering strategic priorities; knows how to organize people and activities;
• understands how to separate and combine tasks into efficient workflow; can see opportunities for harmony and integration;

can simplify complex processes; and efficiently utilizes available resources.

Time Management : Uses their time effectively; values time; independently prioritizes competing deadlines to focus energies on business-critical tasks;

can attend to a broader range of activities.

Written Communications : Able to write clearly and succinctly in a variety of communication settings and styles.

Essential Requirements :

• 5+ years of experience in an administrative role supporting complex projects
• High School Diploma required, Bachelor Degree preferred
• Extensive calendar management using Microsoft Outlook
• Prior experience supporting multiple functional leaders
• Excellent verbal and written communication skills
• Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
• Proactive approach with the ability to manage and prioritize multiple requests simultaneously and effectively
• Demonstrate attention to detail, working to consistently deliver to a high standard
• Strong organizational, forward-planning and stakeholder management skills
• Solid relationship-building skills to develop networks both within the company and externally
• Track record of handling and resolving challenges quickly and efficiently, with flexibility to adapt to changing situations
• Demonstrated ability to effectively work in a global environment balancing competing priorities.
• Able to prioritize time sensitive assignments.
• Should be able to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team.
• Able to demonstrate tact, persuasion and / or negotiation and maintain confidentiality with executives and employees at all levels.

Great People want to Work with us! Find out why :

Are you interested in working at AZ, apply today!

AstraZeneca is an equal opportunity employer that is committed to diversity and inclusion and providing a workplace that is free from discrimination.

AstraZeneca is committed to accommodating persons with disabilities. Such accommodation is available on request in respect of all aspects of the recruitment, assessment and selection process and may be requested by emailing .

Date Posted

20-Jun-2024

Closing Date

07-Jul-2024