Administrative Coordinator

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 the Administrative Coordinator, you will provide support to Biopharmaceutical Development (BPD) functional leader(s) and their senior staff, as well as coordinate projects.

This includes exercising judgment in determining priorities for handling calendars, meeting and travel schedules, routine reporting, projects, and correspondence.

As a coordinator, this position may also help members of the Gaithersburg and Cambridge UK teams, including tracking projects, budgets, timelines, and metrics, as well as generating reports and correspondence as assigned.

You will work with urgency and focus on proactively communicating with stakeholders, relentlessly seeking to organize and simplify your work, and collaborating regularly with our global administrative team.

Responsibilities :

Responsibilities / Duties Include :

Lead sophisticated calendars for multiple leaders within BPD and BPD-wide activities to schedule meetings and special events;

prioritize calendar conflicts.

• Arrange multi-location domestic and international travel arrangements and live / virtual meetings / conferences.
• Assist with purchase order requisitions - gathering information and documents to ensure smooth approval processes.
• Process expense reports and track travel and entertainment expenses accurately and efficiently.
• Handle confidential information and maintain the security of all records and files.
• Effectively coordinate and collaborate with other AstraZeneca administrative Assistants on cross-functional and cross-organizational meetings / events / processes, including across multiple international time zones.
• Establish and maintain a robust professional network across the global admin team in the US and Cambridge to facilitate effective working.
• Assist as a MYTIME coordinator with other BPD admins and ensure all new employees are added to the system for timekeeping.
• Manage vendor / supplier contracts per AZ policy and work with key AZ stakeholders.
• Coordination of candidate interviews, sending calendar invites, securing an interview space / room, greeting candidates, and booking candidates’ travel
• Coordinate department training, offsite events for leadership teams, and all-hands meetings.
• Produce accurate and properly formatted documents using Microsoft Office (Word, Excel, PowerPoint)
• As a member of the administrative support team, you are responsible for providing backup support and other assistance to other administrative staff, including training and contributing actively to the ongoing development and implementation of shared practices.
• Position is based in Mississauga, Ontario, Canada, and is expected to comply with current AZ remote work guidance.

Essential Requirements

• High School Diploma
• 5+ years of experience
• Prior experience supporting multiple senior leaders
• Proficiency in Microsoft Office Suite and SharePoint
• Strong written and verbal communication skills

Desirable Requirements

• Relevant training, multitasking, certifications in software, and / or time management
• Ability to interact confidently with executives and employees at all levels
• Ability to prioritize time-critical assignments
• Skilled at meeting logistics
• Ability to maintain confidentiality
• Ability to work autonomously
• Able to handle last-minute changes with composure and confidence
• Flexible / inventive to adapt to changing needs and deadlines
• Ability to multitask effectively
• Efficient in supporting staff with software updates
• Strong time-management skills
• Team building and site engagement to assist planning in Missisauga Biopharma R&D staff locally.

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

24-May-2024

Closing Date

02-Jun-2024