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Job Description
OBJECTIVES/PURPOSE
The Executive Coordinator enables Global Medical leaders and teams to operate at a high level of effectiveness by providing executive support, operational coordination, and administrative services.
This role is part of the Global Medical Administrative Services team and supports senior leaders through proactive calendar management, travel coordination, meeting governance, communications support, and operational administration.
While supporting assigned leaders and leadership teams, the Executive Coordinator also provides administrative support across Global Medical teams in India, Japan, and China through a flexible, service-oriented support model. The role partners closely with administrative colleagues across Cambridge, Vienna, Zurich, and other locations to ensure consistent service delivery, effective workload management, and seamless support for Global Medical priorities.
The Executive Coordinator partners with stakeholders across a highly matrixed global environment and maintains the highest standards of professionalism, confidentiality, compliance, and customer service. The role embraces modern ways of working and leverages AI-enabled and digital tools to improve efficiency, quality, and the employee experience.
KEY ACCOUNTABILITIES
A) Executive & Leadership Support
Serve as a trusted administrative partner to assigned senior leaders, developing a strong understanding of leadership priorities, preferences, stakeholders, and ways of working.
Manage complex executive calendars, including prioritization, conflict resolution, meeting planning, and proactive protection of leadership time.
Coordinate meetings across multiple functions, regions, and time zones.
Arrange complex domestic and international travel, including itinerary planning and contingency management when needed.
Prepare and reconcile travel expense reports in accordance with company policies and processes.
Prepare leaders for key meetings by coordinating materials, stakeholder inputs, scheduling requirements, and logistical details.
Anticipate upcoming needs, deadlines, scheduling conflicts, and operational risks, taking proactive action or escalating issues as appropriate.
Serve as a trusted point of contact for internal and external stakeholders, handling sensitive information with professionalism, discretion, and sound judgment.
B) Administrative & Operational Support
Provide comprehensive administrative and operational support to assigned senior leaders and leadership teams.
Support Global Medical teams in India, Japan, and China through a flexible administrative services model, partnering with leaders and employees to provide timely and effective support.
Serve as a primary point of contact for assigned Global Medical leaders and teams, coordinating administrative services and operational activities.
Coordinate leadership priorities across functions and regions to ensure alignment of meetings, communications, and follow-up activities.
Maintain distribution lists, shared mailboxes, shared sites, organizational charts, team resources, and document repositories.
Support onboarding and offboarding activities, including access requests, equipment coordination, onboarding schedules, organizational information, and key resources.
Coordinate expense reporting and related administrative activities in accordance with company policies.
Support office operations and employee experience activities, including office supply coordination, workspace requests, team recognition activities, and local administrative processes.
Maintain organized systems for executive information, meeting…