Executive Coordinator
hace 9 días
Philadelphia
Job Description Job title: Executive Coordinator Location: Philadelphia, PA 19104 Duration: 06 months Hybrid Job Description: Overview The Executive Coordinator provides high-level administrative and operational support to three senior leaders within Communications and Government Affairs (CGA) with a special focus on the US Corporate Media Relations team. This role ensures smooth daily operations, enables senior leaders to focus on strategic priorities, and acts as a trusted point of contact for internal stakeholders and external partners. The coordinator manages complex calendars, travel, meeting preparation and follow-up, information flow, project logistics, and routine communications—often handling confidential and time-sensitive matters. The ideal candidate combines exceptional administrative capability, strong written and verbal communications, and project coordination experience. Key responsibilities 1. Executive support • Manage complex, multi-time-zone calendars for three senior leaders in CGA, prioritizing conflicting requests and aligning with strategic priorities., • Plan and coordinate all aspects of travel (domestic and international) including itineraries, visas/required documentation, expense submission, and travel risk/contingency planning., • Prepare materials, background dossiers, and meeting briefs tailored to executive needs; ensure up-to-date context on business priorities and related issues, regulatory developments, and stakeholder positions., • Draft, proofread, and finalize correspondence, presentations, and reports on behalf of executives with high attention to tone, accuracy and confidentiality., • If requested, handle inbox triage and response drafting; escalate matters appropriately and maintain follow-up trackers. 2. Meeting & event coordination • Organize internal and external meetings, media trainings, stakeholder briefings, panel events and offsites: logistics, room bookings, technology (A/V, hybrid setup), agendas, participant coordination and minute-taking., • Prepare and circulate pre-read materials, manage attendee lists, and track action items and decisions; ensure timely distribution and follow-up. 3. Media team support • Act as operational liaison for the U.S. media team: manage contact lists, media databases, and distribution lists, • Issue press releases (at times after hours), • Maintain media assets repository (bios, headshots, prior press materials, subscriptions, Teams site) and ensure media-facing content is current. 4. Stakeholder coordination & communication • Serve as a primary point of contact, when needed, for internal stakeholders (legal, regulatory, compliance, HR, regional communications, tech and therapy areas) and relevant external partners (agencies, vendors, media contacts)., • Coordinate cross-functional inputs for executive-level deliverables, ensuring compliance reviews and approvals are completed on time., • Escalate and resolve scheduling or operational conflicts and surface risks or opportunities to executive leadership. 5. Project & process management • Track key initiatives, deliverables, timelines and follow-ups for CGA priorities; maintain action trackers and status reports., • Coordinate financial administration tasks like PO management and invoice tracking, including budgets tracking and follow up., • Continuously refine office systems, playbooks and templates to improve efficiency across the CGA executive function. 6. Confidentiality, compliance & record keeping • Handle highly confidential information with discretion and maintain secure filing (digital and physical) in line with company policies., • Ensure compliance with CLIENT policies and external regulations where applicable (e.g., transparency rules for government engagement, data protection)., • Maintain accurate contact and stakeholder records; manage vendor contracts and invoices related to executive activities when required. Key requirements (skills, experience, qualifications) • Education: Bachelor’s degree in communications, public affairs, business administration or related field preferred; equivalent combination of education and experience considered., • Experience: 5+ years of high-level executive support or senior administrative experience, ideally supporting communications, public affairs, media or government affairs teams. Experience in a pharmaceutical, healthcare, corporate affairs or agency environment is strongly preferred., • Media familiarity: Practical understanding of media workflows (press outreach, interview logistics, media monitoring) and comfort coordinating with agency partners., • Organizational skills: Demonstrated ability to manage complex calendars, multiple priorities and competing deadlines with meticulous attention to detail., • Communication: Excellent written and verbal communication skills; strong drafting ability for executive-level materials and correspondence., • Technology: Advanced proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel); familiar with collaboration tools (Teams/Zoom, SharePoint/OneDrive) and media monitoring platforms. Comfortable learning proprietary internal systems., • Discretion & judgment: Proven track record handling confidential, sensitive matters and exercising sound judgment in stakeholder interactions., • Flexibility & resilience: Comfortable in a fast-paced environment with occasional extended hours to support media events, crises or senior leader availability., • Location & travel: Based in the U.S.; ability to travel domestically and occasionally internationally as required. Nice-to-have • Prior experience supporting a media or press function in a regulated industry., • Basic understanding of government affairs/stakeholder engagement processes and public policy landscape., • Familiarity with expense/credit card administration, purchase orders and vendor onboarding., • Timely, error-free delivery of briefings, itineraries and meeting coordination., • High satisfaction ratings from supported executives and internal stakeholders., • Clear and up-to-date action trackers with rapid closure of follow-ups., • Smooth execution of media events and interview logistics with minimal issues., • Reports to: Senior Communications/CGA executive for Communications & Government Affairs., • Interface with: U.S. media team, Product & Pipeline team, and Tech team, regional communications assistants, legal/compliance, regulatory affairs, HR, third-party agencies, and government relations colleagues., • Build relationships with executives, media leads and key cross-functional partners., • Learn current priorities, active campaigns, and upcoming media schedules., • Audit calendars, contact lists and media assets; implement immediate efficiency improvements., • Establish meeting rhythms, briefing templates and action-tracking process., • Shadow media logistics for at least one media event to understand end-to-end requirements.