Administrative Assistant and Coordinator

at  AstraZeneca

ADMINISTRATIVE ASSISTANT AND COORDINATOR

Positions are open to Mexican Citizens and official residents of Mexico.
Location: Guadalajara (hybrid)
Strong English communication skills required

JOB DESCRIPTION

This role provides direct and proactive support to the functional IT VP and their key leadership team members as required, as detailed in the responsibilities. As an Administrative Coordinator in IT you will work with the team providing high-quality global support, and will be required to use your initiative and creativity to deliver in this fast-paced and dynamic environment. This role could serve as a stepping stone to other roles in IT including Business Analysis or Delivery.

ACCOUNTABILITIES

• Proactively handle the function with regards to planning of key achievements using an analytical approach to tell a story and help drive the vision of this function.
• Proactively handle diary and event activities (calendar, scheduling, room bookings, distribution lists)
• Lead and coordinate logistics relating to virtual and face to face meetings.
• Production of presentation material (or similar) needed by ITLT member.
• Provide 1:1 administrative support at a senior level; to include sophisticated calendar management, travel bookings, visa management, expenses management.
• Provide support for the management of purchase orders, co-ordination of local SHE activities, visitor and facilities support, and event co-ordination.
• Independently and pro-actively resolve issues and challenges relating to administrative requests.
• Facilitates smooth communications between executive and other internal and external collaborators.
• Lead the practical arrangements and chip in to the preparations of internal and external meetings
• Participate in and chip in to knowledge sharing and training.
• Participate in and chip in to administrative continuous improvement activities.
• Provide guidance/coaching and mentoring to colleagues where required.
• Recognized as an SME on certain administrative processes that are likely to be handled across the PA/Admin community.
• Handling starters/movers/leavers processes for the IT leadership direct reports.
• Provide coverage for other PAs during period of absences and will support any urgent matters within their time zone.

REQUIREMENTS

• Demonstrable experience of administrative support experience required.
• Shown to be a go-getter and someone who ‘gets things done’.
• High School Diploma or equivalent experience required.
• Proven track record to effectively work in a global environment.
• Able to prioritize time sensitive assignments.
• Should be able to work autonomously, and at the same time, collaborate optimally with other members of the administrative support team.
• Flexibility to adapt to constantly evolving needs and deadlines.
• Able to optimally multitask in a dynamic environment while maintaining confidentiality and discretion.
• Able to demonstrate tact, persuasion and/or negotiation and maintain confidentiality.
• Proactively handle the function with regards to planning of key achievements using an analytical approach to tell a story and help drive the vision of this function.
• Proactively handle diary and event activities (calendar, scheduling, room bookings, distribution lists)
• Lead and coordinate logistics relating to virtual and face to face meetings.
• Production of presentation material (or similar) needed by ITLT member.
• Provide 1:1 administrative support at a senior level; to include sophisticated calendar management, travel bookings, visa management, expenses management.
• Provide support for the management of purchase orders, co-ordination of local SHE activities, visitor and facilities support, and event co-ordination.
• Independently and pro-actively resolve issues and challenges relating to administrative requests.
• Facilitates smooth communications between executive and other internal and external collaborators.
• Lead the practical arrangements and chip in to the preparations of internal and external meetings
• Participate in and chip in to knowledge sharing and training.
• Participate in and chip in to administrative continuous improvement activities.
• Provide guidance/coaching and mentoring to colleagues where required.
• Recognized as an SME on certain administrative processes that are likely to be handled across the PA/Admin community.
• Handling starters/movers/leavers processes for the IT leadership direct reports.
• Provide coverage for other PAs during period of absences and will support any urgent matters within their time zone.
• Microsoft Office Experience (Outlook, excel and word and PPT)
• Ability to complete travel plans.

Please refer the Job description for details