Administrative Project Coordinator

Healthcare Businesswomen’s Association; Dublin; On-site; CAD 30,000 - 60,000; Full time

Job summary

A prominent healthcare organization is seeking an Administrative Project Coordinator to assist the Global Medical Affairs team. This role involves managing complex administrative tasks, coordinating meetings, and supporting project activities within the department. The ideal candidate should have strong organizational skills and experience in administration. The position offers an opportunity to play a critical role in ensuring efficient operations and support for the leadership team.

Qualifications

• Proficient in managing complex administrative tasks.
• Experience with organizing meetings and presentations.
• Strong communication skills for cross-functional coordination.

Responsibilities

• Support Global Medical Affairs leadership in administrative tasks.
• Coordinate project activities and functional information reports.
• Manage end-to-end Purchase Order requests.

Job description

Overview

Job Description Summary: As an Administrative Project Coordinator you will support the Global Medical Affairs (GMA) leadership by independently being responsible for managing complex administrative and organizational assignments. You will be responsible for the planning and execution of specific project activities, such as coordinating & collating functional information/data reports, change management support & financial reporting activities as well as functional tools management.

Major accountabilities

1. Proficient in coordinating, managing and interpreting specific functional information and updates requested by functional leaders.
2. Independent administration and organization of assignments including creation and follow up on preparing meetings & presentations, scheduling event planning.
3. Proactive support in preparation of team meetings including agenda, minutes, and follow-up on key action items.
4. Support leadership team in specific operational activities.
5. Run specific functional initiatives.
6. Support hiring process of functional Global Medical Affairs associates, set-up interviews with candidates, support talent sessions, consolidate feedback and support on-boarding process of new hires.
7. Point of contact across Global Medical Affairs for functional administrative activities. Support the team and associates from outside the team on services that are specific to the department and/or the site.
8. Support functional communication and sharing platforms including co-ordination the management of communication and information sharing initiatives. Support the team with setting up regular meetings, townhalls and face-to-face events. Assist with technical set-up of meetings.
9. Coordinate SharePoint from set-up to maintenance of contents. Provide input for improvement of the existing documented process.
10. Provide operational support to the function, as required.
11. Independently manage end to end departmental Purchase Order (PO) requests

Skills Desired