Senior Administrative Coordinator For C suite Leadership

Job description

**Position Overview** We are seeking a highly skilled and strategic **Senior Administrative Coordinator** to support the Head of our Global Capability Center (GCC) within our **Fortune 500 biotech pharmaceutical company**. This role acts as a critical operational anchor, thought partner, and gatekeeper, ensuring leadership operations run seamlessly across global matrices and multiple time zones. **Essential Functions** **Executive Calendar & Time Management** - **Strategic Alignment:** Own and manage the GCC Head's complex, multi-timezone calendar with strategic intentprioritizing time against business objectives, not just meeting requests. - **Proactive Resolution:** Anticipate scheduling conflicts, travel requirements, and preparation time needs; proactively resolve them before they impact the GCC Head. - **Meeting Triage:** Gate and triage all meeting requestsassessing purpose, urgency, and appropriate attendees; proposing alternatives or delegations where appropriate. - **Cadence Discipline:** Coordinate rhythm-of-business meetings (leadership team standups, quarterly reviews, all-hands, one-on-ones) and maintain a disciplined cadence calendar. - **Executive Preparation:** Ensure the GCC Head never walks into a meeting unprepared by coordinating pre-read materials, agendas, and context briefs well in advance. **Communications & Correspondence** - **Executive Ghostwriting:** Draft, review, and manage executive-level communications on behalf of the GCC Head (emails, memos, announcements, and thank-you notes), faithfully reflecting their voice and intent. - **Inbox Triage:** Triage and manage high-volume inboxes, flagging critical items, routing requests to the appropriate team members, and ensuring nothing falls through the cracks. - **First Point of Contact:** Serve as the primary liaison for internal and external stakeholders seeking access to the GCC Head, managing impressions and relationships with professionalism and warmth. - **Action Tracking:** Coordinate cross-functional communication on behalf of the GCC Head, ensuring follow-ups, action items, and commitments made in meetings are tracked and completed. - **Briefing Materials:** Prepare executive briefing notes, talking points, and background materials for stakeholder meetings, site visits, and external engagements. **Travel & Logistics Management** - **Global Logistics:** Plan and manage comprehensive domestic and international travel arrangements for the GCC Head, including flights, accommodation, ground transport, visa logistics, and detailed itinerary management. - **Real-Time Mitigation:** Anticipate and resolve travel disruptions in real time, ensuring the GCC Head's schedule and obligations are protected when plans change. - **Expense Compliance:** Manage travel expenses, receipts, and reimbursements in compliance with corporate travel policysubmitting records with full accuracy. - **VIP Coordination:** Coordinate logistics for visiting executives, global delegates, and key stakeholders, ensuring experiences reflect the organization's high standards and culture. **Executive Events & Leadership Offsites** - **End-to-End Ownership:** Own the end-to-end planning and execution of GCC leadership events, including team offsites, all-hands meetings, town halls, recognition events, and executive summits. - **Vendor & Venue Management:** Coordinate with internal teams and external venues to manage logistics, A/V, catering, agenda flow, and stakeholder experience from start to finish. - **Event Collateral:** Prepare event materials, presentations, and run-of-show documents; manage on-the-day execution to ensure flawless delivery. - **Culture Initiatives:** Support GCC-wide culture initiatives, milestone celebrations, and recognition moments that reinforce team cohesion and organizational identity. **Confidential Business & Administrative Operations** - **Absolute Discretion:** Manage highly sensitive and confidential information—including personnel matters, strategic initiatives, board-level content, and organizational changes—with strict professionalism. - **Office Operations:** Oversee administrative operations for the GCC Head's office, including document management, filing systems, procurement of office needs, and vendor coordination. - **Financial Administration:** Process and track purchase orders, invoices, and budget submissions on behalf of the GCC Head, maintaining accurate records and flagging variances proactively. - **Governance Support:** Support the preparation and coordination of board materials, executive presentations, and governance documentation as directed by the GCC Head. - **Data Integrity:** Maintain organizational charts, contact directories, and team distribution lists for the GCC leadership function, keeping all records current and accurate. **Strategic Support** - **Thought Partnership:** Act as a sounding board for the GCC Head on organizational matters—offering observations, flagging patterns, and contributing perspective with candor and tact. - **Accountability Tracking:** Track and manage the GCC Head's action items, commitments, and follow-ups, maintaining a master accountability tracker and proactively nudging items to closure. - **Leadership Liaison:** Liaise between the GCC Head and their direct leadership team, facilitating information flow, coordinating deliverables, and ensuring the leadership team operates as a cohesive unit. - **Cycle Coordination:** Support strategic planning cycles, budget preparation, and organizational review processes by coordinating inputs, timelines, and stakeholder contributions. - **Cultural Ambassador:** Serve as a cultural ambassador for the GCC, modeling the values, professionalism, and collaborative spirit the GCC Head champions across the wider organization. **Stakeholder Relationship Management** - **Enterprise Networking:** Build and maintain genuine, trusted relationships with counterpart Executive Admins, Chiefs of Staff, and key coordina