Admin Coordinator

Job Summary

The Administrative Coordinator provides high-level administrative, organizational, and coordination support to cross-functional teams within a global pharmaceutical organization. This role plays a key part in ensuring smooth day-to-day operations, effective communication, and compliance with internal procedures and regulatory requirements in a highly regulated environment.

Key Responsibilities

• Provide administrative and coordination support to managers and cross-functional teams
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items
• Manage calendars, travel arrangements, and expense reporting in line with company policies
• Prepare, format, and maintain documents, presentations, and reports
• Act as a key point of contact for internal and external stakeholders
• Support project coordination activities, including timelines, documentation, and tracking deliverables
• Maintain accurate records and filing systems in compliance with company and regulatory standards
• Assist with onboarding of new team members and coordination of training activities
• Support procurement, invoice processing, and budget tracking where required
• Ensure adherence to internal policies, compliance guidelines, and local regulations
• Contribute to continuous improvement of administrative processes and workflows

Required Qualifications

• Bachelor’s degree or equivalent experience in administration, business support, or a related field
• Proven experience in an administrative, coordination, or support role, preferably in an international or regulated environment
• Strong organizational skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools is an asset

Preferred Skills & Experience

• Experience in the pharmaceutical, life sciences, or healthcare sector preferred
• Familiarity with compliance-driven or regulated environments
• Experience working in a multinational or matrix organization
• Knowledge of SAP, Veeva, or similar enterprise systems (nice to have)
• Ability to work independently and proactively

Languages

• Fluency in English is required
• Knowledge of French is a strong asset

Personal Attributes

• Professional, discreet, and reliable
• Proactive and solution-oriented mindset
• Strong interpersonal skills and ability to work with diverse teams
• Adaptable and comfortable in a fast-paced, international environment