Admin Coordinator-Senior

$37 - $40.00

25-32667

#ZR

The Senior Administrative Coordinator delivers comprehensive administrative support to the Device Manufacturing Site, engaging with all levels of management across the organization. This role is responsible for overseeing and managing key administrative processes and functions, while providing direct support to Site Leadership. Core responsibilities include coordinating logistics such as calendar management, scheduling appointments and meetings, preparing meeting materials, arranging travel through the company system, and creating and submitting expense reports.

The position also contributes to project support and ensures the seamless execution of day-to-day administrative operations.

• Supporting Site Leadership with administrative tasks, including but not limited to supporting calendar management, travel coordination, where required.
• Coordinating meetings for Site Leadership as needed (incl. but not limited to RTB, Global Internal Manufacturing Leadership Meeting etc.) and facilitating ad hoc requests.
• Supports hiring of new personnel, including setting up interviews, IT set up, site orientation, work-space needs, etc.
• Managing and maintaining the SharePoint site for Internal Global Manufacturing Madison, and other key Madison communication channels, distribution lists, etc.
• General office administration - post, couriers, stationery, and vendor management and distribute incoming and outgoing mail, as needed.
• Welcome visitors to the office in a polite and professional manner.
• Manage and control the supply stocks/budget.
• Book and organize meeting rooms and catering for on-site meetings.
• Knowledge of Concur travel and expense platform to provide support Site Leadership with travel/expenses.
• Reconciliation of monthly P-Card statement.
• Facilitate, book and schedule site wide training initiatives as well as maintaining records of attendance.
• Create and manage surveys using Survey Monkey or Microsoft Forms.
• Coordination of furniture/equipment orders and online portal, for those working elsewhere.
• Work with Facilities to manage/coordinate support requests.
• Provide administrative support to other functions in, as required.
• Work closely with Site Leadership team on events and all Madison activities as they arise.
• Serve a Coordinating Leader for company initiatives (i.e. CSR, ESG, Social Committee, etc.).

Education:

BS/BA in relevant subject area or equivalent business/administrative experience.

Experience:

10 years' experience in a similar role with demonstrated ability to support a department at Director or higher level, required.

• Comprehensive administrative and organizational skills including thorough knowledge of standard office procedures.
• Demonstrated ability to handle confidential information with discretion and maintain a consistently professional demeanor.
• Ability to utilize IT systems effectively, including teleconferencing platforms, to support daily operations.
• Demonstrated comprehensive proficiency in the Microsoft Office Suite.
• Working knowledge of SharePoint and Visio an advantage.
• Competence in Microsoft Office Suite.
• Fluency in written and spoken English, ensuring clarity and professionalism in all interactions.
• Strong communication and interpersonal skills.
• Resourceful and proactive approach in resolving issues as they arise.
• Demonstrated ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision and thorough follow-up.
• Flexible work ethic and a commitment to being best in class.
• Professional, positive, energetic, and approachable presence in all external and internal engagements.
• Pharmaceutical, medical or related industry experience, preferred.