Administrative Coordinator

Job Description

Hybrid Details : Boston, MA area – onsite 60%

Duration : 7 months to start

Pay : $28- $38 / hr W2

Job Description

Provides basic administrative support, and performs administrative tasks according to set policies and procedures. Individuals in this role carry out a range of relatively routine activities and processes to provide support to the business unit. This role impacts the reputation of the function it serves as the initial point of contact for many customers.

Role Overview

Our client is seeking an Administrative Coordinator to provide high-impact support to the Vice President, Head of Information Technology, Rare Disease Unit and the broader leadership team. This role is critical to ensuring smooth operations across calendar management, travel coordination, executive meeting logistics, cross-functional communications, and event support. The ideal candidate is proactive, highly organized, discreet, and comfortable operating in a fast-paced, global environment with multiple time zones.

Key Responsibilities

• Executive Support & Calendar Management : Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts.
• Travel Coordination (Concur) : Arrange domestic and international travel using Concur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies.
• Leadership Team Operations : Work closely with the VP’s leadership team to plan and execute quarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions.
• Stakeholder Collaboration : Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination.
• Catering & Facilities Liaison : Serve as the primary point of contact for catering and onsite logistics at the Boston and New Haven locations for IT department leadership meetings, town halls, and key events.
• IT Communications Support : Collaborate with the IT Communications team to execute town halls, leadership presentations, and communications for the IT organization; ensure timelines, content reviews, and distribution plans are met.
• Confidential Processes : Coordinate confidential interviews and meetings with discretion; manage documents and communications in line with confidentiality requirements.
• Global Coordination : Schedule and support meetings across multiple time zones, ensuring accessibility for global stakeholders and timely follow-ups.
• Project Management : Lead and track administrative and event-related projects end-to-end (scope, timeline, dependencies, stakeholders, and risk mitigation); drive status updates and deliverables to completion.
• Operational Excellence : Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices.

Qualifications

Competencies

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