• 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.

Competencies:

• Proactive ownership: Anticipates needs, flags risks early, and follows through on commitments.
• Stakeholder management: Builds trust with senior leaders, peers, and external partners.
• Detail orientation: Delivers polished, accurate materials and logistics with minimal oversight.
• Resilience & adaptability: Thrives in a dynamic environment with changing requirements.
• Collaboration: Effective at cross-functional teamwork, especially with Communications and Facilities.