Team Administration Coordinator

This job posting is no longer active

Updated: November 5, 2018
Location: Farnborough, ENG, United Kingdom
Job ID: 1180

Overview

We are looking to take on a Team Coordinator to join our fast growing team within Syneos Health. As Team coordinator you will ensure the efficient functioning of the Selling Solutions EU Leadership Team through a range of project coordination, administrative and supportive tasks.

Responsibilities

As Team Coordinator your responsibilities should include (but not be limited to):
  • Providing day to day support to the Leadership Team
  • Proactively managing very busy calendars (client meetings, internal meetings, etc)
  • Organising internal and external in-person and/or virtual business meetings (frequently across different time-zones) making all necessary arrangements including logistics, booking rooms, arranging catering and agendas
  • Organise and manage all weekly, bi-weekly and monthly team meetings and 1:1s
  • Arrange and manage business travel itineraries, including international travel
  • Organising frequent travel - flights, accommodation, visas, transportation, transfers, currency, restaurants, meetings and calls, together with compiling the required materials for business trips in advance
  • Managing monthly expenses in line with the Company's Expenses Policy.  Manage and process expense claims and do credit card reconciliation
  • Take the lead in organising any team events (venue hire, agenda administration, social events, etc.) ensuring logistics flow seamlessly and track to budget
  • Undertake general project coordination and administrative duties required for the smooth running of the Selling Solutions Europe team, including but not limited to, assistance with producing documents in MS PowerPoint and MS Word, preparing/collating documents for meetings, managing email distribution lists, minuting meetings and organising agendas, arranging team calls, managing couriers/post, organising hospitality and handling ad hoc special projects (e.g. translations) as required
  • Monitoring annual leave and the whereabouts of the Leadership team and their direct reports
  • Manage on boarding activities of new hires as required.

Job Requirements

To be suitable for this opportunity, you should have: 
  • Significant experience within an Administrative role
  • Prior experience within the pharmaceutical industry (desirable but not essential)
  • A solid track record in providing coordination and administrative support to senior-level executives in a business environment
  • Experience of managing very busy calendars across multiple time-zones
  • Experience of booking and managing comprehensive travel itineraries (including international travel) on a regular basis
  • Superb organisational and time-management skills and the ability to multi-task and prioritise
  • Ability to demonstrate initiative in order to proactively anticipate issues and disruption.  
  • Excellent oral and written communication skills with meticulous attention to detail
  • Comfortable using technology and communication tools including virtual meeting software/webinars and Microsoft Office
  • Innate ability to build relationships and anticipate needs of busy leaders
  • Ability to work independently as well as collaborate in team environment
  • Flexible and able to work as part of a small team. Willing to help wherever and whenever required
  • High level of integrity

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