Administrative Coordinator - Respiratory & Immunology, Insights, Analytics & Forecasting

Introduction to role:

As the Administrative Coordinator, you will support the Respiratory & Immunology - Insights, Analytics & Forecasting functional leaders and their senior staff while coordinating various projects. This includes prioritizing email correspondence, managing calendars, coordinating meetings, scheduling travel, and handling routine reporting. You will assist teams across Wilmington, Gaithersburg, Mississauga Canada, Barcelona Spain, and Cambridge UK by tracking projects, timelines, metrics, and generating requisitions and Purchase Orders (POs) via Coupa.

Accountabilities:

• Provide administrative services to the senior team, coordinating complex meetings and off-site events, diary arrangements, and travel in line with AZ policy. Process travel and expense reports for selected team members through Concur.

• Reconcile figures or information from various sources, ensuring completeness and accuracy, and follow up on discrepancies.

• Manage the process for putting Master Service Agreements in place with vendors. Initiate and manage project elements in AZ Coupa purchasing systems, such as finalizing Statements of Work, processing Statements of Work, obtaining Purchase Order numbers, and managing receipt and payment of invoices from vendors for projects.

• Resolve complex vendor queries and issues to meet vendor and business requirements. Contact vendors on non-typical, sensitive, or complex issues.

• Participate in establishing an understanding of internal customer requirements to ensure that planned activities and services meet needs, and monitor those services and activities to ensure requirements are fully met.

• Prioritize workload to achieve personal and work unit targets.

• Organize, control, and deliver specific clerical/administrative activities and services under guidance from a supervisor/manager.

• Control small projects under general guidance ensuring delivery of project outputs according to plan, reviewing and refining plans as necessary.

• Coordinate workflow management and mentor junior team members to ensure effective allocation of resources.

• Detail-Orientation: Ability to manage duties and tasks at the detailed level and anticipate what will be needed.

• Communication Skills: Ability to communicate within the team/leaders with tact.

• Project and Organization Skills: Ability to effectively and efficiently manage and coordinate multiple projects.

• Flexibility: Ability to adjust as needed to workplace and leader requirements.

• Technical Skills: Sufficient knowledge of various computer programs and systems (Microsoft Office internal AZ systems) and ability to learn quickly as needed.

Essential Skills/Experience:

• High School Diploma

• 5+ years of experience

• Experience in managing purchasing processes (Master Service Agreements, Statements of Work, invoicing) – working with Procurement, and via Coupa

• Ability to follow processes

• Written and spoken communications

• Specialist knowledge in relation to administrative/business support activities in the relevant area

• Competent in the use of relevant office equipment and systems

• Experience of a variety of software/systems

• Can create and maintain systems for efficiency for both self and others

Desirable Skills/Experience:

• Relevant training, multitasking, certifications in software, and/or time management

• Proficiency in Microsoft Office Suite and SharePoint

• Strong written and verbal communication skills

• 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

At AstraZeneca, we are on a mission to bring life-saving medicines to patients worldwide. We are driven by our commitment to decrease global mortality rates by identifying scientifically-led commercial opportunities and scaling them effectively. Our work impacts every step of the patient journey, improving their experience and outcomes. We foster an environment where innovation thrives, empowering our teams to experiment and learn quickly. Join us in shaping the future of BioPharmaceuticals by creating solutions that make a real difference.

Ready to make an impact? Apply now!

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorisation and employment eligibility verification requirements.