Administrative Coordinator

AstraZeneca; Gaithersburg (MD); On-site; USD 70,000 - 110,000; Full time

Job summary

AstraZeneca in Gaithersburg, MD is seeking an experienced Administrative Coordinator to support a VP in Global Respiratory and Immunology. You will handle complex calendar management, travel planning, event coordination, vendor engagement, and all executive-level support activities.

The role emphasizes project support, document preparation, desktop publishing, and mentoring junior staff, with heavy interaction with senior stakeholders and a focus on timely, accurate delivery.

Qualifications

• High School Diploma required; Bachelor's degree preferred in a relevant field.
• 5+ years of executive-level admin support experience.
• Experience coordinating complex global travel and meetings.
• Ability to influence without authority and interact with senior stakeholders.
• Strong organizational and time-management skills; multitasking.

Responsibilities

• Respond on behalf of the Vice President to internal and external stakeholders with professionalism.
• Handle complex inquiries from assistants and staff as a knowledge resource.
• Manage calendars and inboxes for senior managers; schedule appointments.
• Prepare and format documents including invoices, contracts, minutes, reports, and presentations.
• Create high-quality documents using word processing, presentations, graphics, and spreadsheets.
• Coordinate meetings and travel logistics; arrange necessary amenities.
• Mentor less experienced staff and plan workload with digital tools.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder coordination

Education

High School Diploma

Bachelor’s Degree preferred

Tools

Excel

PowerPoint

Word

Visio

MS Project

Job description

We are seeking an experienced Administrative Coordinator to support one of our key Vice Presidents within Global Respiratory and the Immunology team as part of the Biopharmaceutical Business Unit. The primary responsibility is for performing a variety of secretarial and project-oriented activities such as- complex calendar management, travel arrangements, event planning, vendor engagement and all executive level support activities. Specific accountabilities for budget management is also key.

Key Responsibilities

• Executive Representation: Respond on behalf of the Vice President to a variety of internal and external stakeholders, ensuring professionalism and effectively managing conflicting priorities.
• Inquiry Management: Handle complex or escalated inquiries from other Personal Assistants and secretarial staff, serving as a subject-matter resource within the administrative team.
• Calendar & Inbox Management: Manage senior managers' email accounts, schedule appointments, and respond to or redirect routine inquiries from internal and external sources.
• Document Preparation: Accurately transcribe, type, format, and proofread a wide range of materials—including correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations—using word processing, presentation, graphics, and spreadsheet software.
• Desktop Publishing: Utilize desktop publishing tools to create complex, high-quality documents that support departmental activities and executive communications.
• Project Support: Provide specialized, project-based administrative support as required across multiple initiatives.
• Meeting & Event Coordination: Coordinate internal and external meetings and conferences, including scheduling, arranging travel logistics for attendees, and organizing necessary amenities to ensure seamless execution.
• Independent Judgment: Execute additional administrative tasks with autonomy, discretion, and sound business judgment.
• Communications Distribution: Prepare and distribute documents, presentation materials, and official information releases to relevant stakeholders.
• Mentorship: Coach and mentor less experienced secretarial and help desk staff, supporting their professional development and helping them resolve issues.
• Workload Planning: Plan, organize, and schedule personal workload using digital tools to ensure timely and accurate completion of all activities.

Minimum Requirements (Essential)

• High School Diploma required; Bachelor’s Degree preferred in a relevant field
• 5+ years of executive level admin support
• Complex global travel and meeting coordination experience required
• Demonstrated abilities to influence without authority
• Interactions with Senior stakeholders
• Strong organizational and time management skills with the ability to multitask
• Advanced proficiency in Excel, PowerPoint, and Word, Visio and MS Project

Desirable Requirements

• Large group coordination
• Prior experience supporting multiple functional leaders
• Ability to interact confidently with executives and employees at all levels
• Ability to prioritize time critical assignments
• Strong time-management skills

Preferred location is Gaithersburg, MD. Alternate site base is Cambridge.

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.

Date Posted

02-ago-2026

Closing Date

23-ago-2026

Our mission is to build an inclusive environment where equal employment opportunities are available to all applicants and employees. In furtherance of that mission, we welcome and consider applications from all qualified candidates, regardless of their protected characteristics. If you have a disability or special need that requires accommodation, please complete the corresponding section in the application form.