Administrative Coordinator

As an Administrative Coordinator for US Medical in our Wilmington, DE office, you will report into and provide support for the VP, US Medical CVRM for the Biopharmaceuticals Business Unit. You will be part of a team that focuses on ensuring scientific progress, ultimately resulting in making a positive impact on changing patients’ lives. 

Main Duties and Responsibilities 

You will be responsible for day-to-day office and virtual activities such as calendar management, travel arrangements, expense reports, event planning, purchase order management, vendor engagement and budgeting, files, correspondence, office supplies/equipment, and administrative onboarding activities for new hires. You will also have project management responsibility as needed. 

Typical Accountabilities/Capabilities: 

• Proficiency with Outlook for email and calendar management in support of high-demand senior leaders- e.g., scheduling and planning of meetings, calls, special event support, booking conference rooms, etc. 

• Vendor and budget management: support planning and overseeing projects to ensure they are completed in a timely fashion and within budget; learning agility with use of Financial/Expense Management systems (e.g., DocuSign, Coupa, Concur) 

• Coordinate travel arrangements and expense reports with accuracy, efficiency, and timeliness 

• Strong written communication and ability to prepare and edit correspondence and general communications  

• Clear verbal communication and confidence to interact with individuals at all levels—internal to the organization and external, as well 

• A proactive nature, demonstrates critical thinking and ability to prioritize and work well under pressure  

• Ability to operate independently and also collaborate effectively with other members of the administrative support team and cross-functional partners, while maintaining confidentiality, discretion, and tact 

• Interest in learning and growing, both for personal development as well as for continuous improvement of the team  

Essential for the role 

• High School diploma 

• 5+ years of administrative support experience 

• Strong written and verbal communication skills and ability to interact confidently with employees at all levels in the organization  

• Proficiency in MS Office Tools (Outlook, Word, Excel, PowerPoint, & Teams) and cloud systems 

• Ability to effectively multitask in a fast-paced environment while maintaining current responsibilities 

Desirable for the role 

• Bachelor’s degree  

• Experience working in a global environment and/or a large corporation and supporting senior executives 

• Industry experience (pharma, biotech, healthcare) 

• Familiarity with project management software tools, methodologies and guidelines