Senior Project Coordinator, IT Leadership POD Coordinator Lead

Principal Duties and Responsibilities Calendar Management & Executive Support

• Serve as Pod Lead for ITLT US executives (SVP Infra & Architecture, SVP Data & AI Solutions, Global Chief Information Security Officer, SVP, ITS Application Solutions), providing primary calendar ownership and coordination
• Manage complex, high-volume calendars for multiple senior IT executives, proactively resolving scheduling conflicts and optimizing time allocation
• Coordinate executive prioritization and calendar leadership in partnership with Chief of Staff Leads to ensure alignment with strategic goals
• Provide backup support to other Pod Leads as needed to ensure continuity of executive operations

• Organize leadership meetings (ELT, Operational Reviews, Town Halls) and ensure readiness of all logistics including room reservations, technology setup, and catering
• Coordinate scheduling support, travel arrangements, and meeting logistics across ITLT
• Partner with Executive Operations – Content & Leadership Forums to ensure meeting materials, pre-reads, and agendas are prepared and distributed on time
• Track and follow up on action items and meeting outcomes to ensure accountability

• Act as primary owner of calendar execution and meeting organization across the ITLT US pod
• Collaborate with the Chief of Staff to CIO to support the overall operating model, governance, and prioritization framework
• Partner with all ITS Chief of Staff Leads to translate strategic priorities into actionable calendar and meeting schedules
• Support cross-pod coordination with European leadership (Bad Homburg) and satellite support teams as needed
• Contribute to continuous improvement of executive operations processes and best practices

• Bachelor's degree in Business Administration, Communications, or a related field preferred
• 3-5 years of experience in executive support, calendar management, or administrative operations at a senior level
• Demonstrated experience supporting multiple C‑suite or senior executives simultaneously
• Exceptional executive communication and interpersonal skills with the ability to interact confidently with senior leadership
• Superior organizational and time management skills with proven ability to manage competing priorities
• Outstanding written and verbal communication skills
• High degree of discretion, confidentiality, and professional judgment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Strong problem‑solving skills with ability to anticipate needs and proactively address issues
• Ability to work independently while effectively collaborating with cross-functional teams
• Detail-oriented with ability to multitask in a fast‑paced, dynamic environment

• Experience in IT, technology, or pharmaceutical/biotech industry preferred
• Knowledge of executive operations frameworks and best practices
• Experience with project management tools (e.g., Microsoft Project, Trello, Asana) for tracking and organizing tasks
• Familiarity with HR systems (such as Workday) and organizational tools
• Experience supporting global teams across multiple time zones
• Initiative and proactive approach to identifying opportunities for process improvement
• Strong interpersonal skills to build and maintain positive relationships with executives, team members, and external stakeholders
• Ability to write clear and concise communications, meeting summaries, and reports

This role offers a unique opportunity to be at the center of IT Leadership operations, directly supporting senior executives and contributing to the strategic effectiveness of the IT organization. The ideal candidate will be a self-starter with exceptional organizational skills, a service-oriented mindset, and the ability to thrive in a dynamic, executive-level environment.

Hybrid

Schedule:

3 days a week in‑office, 2 days remote.

Hourly Rate: $30 - $51

Comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, and parental leave.