Jobs for People with MS: National MS Society

Job Title: Administrative Coordinator II

Location: Hybrid - work onsite in 3 days/week, Tarrytown, NY

Compensation: $35 - $40/hr

Type: 6-month contract

Overview

Our Pharmaceutical Partner is looking to bring on an Administrative Coordinator opportunity. A well-suited candidate for this role will have many years of experience in administrative roles. This is an excellent opportunity with a well-known Global Pharmaceutical Company. If you are interested, please apply!

Responsibilities

• Provides administrative support and coordination which may include many of the duties similar to those of the Admin Coordinator I but the role also necessitates advanced knowledge developed on the job, problem solving. This role requires the incumbent to consistently exercise considerable judgement and initiative. Demonstrates a general understanding of the business and works under general guidance.

• Proactively manages calendars using basic understanding of leader's priorities. Ability to anticipate the needs of leaders in order to manage all meeting logistics.

• Acts as the point person responsible for execution of internal meetings. May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meetings as well as managing meeting/event budgets within approval limit. May be responsible for coordination of completed agendas and may be responsible for coordinating final slides and distribution. Make catering recommendations for meetings and events scheduled over meal periods. Where applicable, assist employees and guests with travel and expense reports.

• Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed. Actively manages department contact lists/org charts. Manages and updates content on department SharePoint sites and/or RON pages.

• Responsible for anticipating and coordinating office supplies to maintain budgets. Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses.

• Acts as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement. Coordinates with space planning for new hires or other space needs.

• Coordinates multiple administrative workflows within the department to streamline increasingly complex processes. Makes recommendations for solutions to issues.

• Provides backup support and coverage for other administrative coordinators.

• Highly collaborative with strong written and verbal communication skills; ability to interact across all levels of employees and management while maintaining confidentiality. Ability to understand departmental and/or leader priorities and adjust work accordingly while maintaining a high level of accuracy and attention to detail.

• Increased level of independence, judgment, and basic problem-solving skills. Comfortable acting as a point person for projects. Ability to work independent but also collaborate with team members.

• Is a quick learner, can cope with change and ambiguity; can handle risk and uncertainty with composure and shifting gears comfortably.

• Builds effective relationships up, down, and sideways. Is coachable and open to challenge and development from bosses; gains the trust and support of peers.

• Proficient in Outlook, Office, SharePoint, Concur and teleconference systems with the ability to assist with basic troubleshooting. May be responsible for training new employees on internal systems.

  Requirements

• Associates or BA preferred; 5+ years administrative experience with 2 years of (business function) industry experience is desirable.

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.