Administration Coordinator

This role is based in Barcelona, with an on-site commitment of three days a week. Fluency in English is required.

Are you ready to take on a dynamic and varied role within Evinova? As an Administration Coordinator, you'll provide high-quality professional administrative support to the Head of HR and Customer Experience Leader, while also supporting our growing Barcelona office. This role demands high standards, enthusiasm, and a passion for learning. You'll need excellent communication skills, a confidential approach, proactivity, and the confidence to act independently. Attention to detail and strong organisational skills are crucial as you manage complex calendars, coordinate meetings, process expenses, arrange travel, and assist with site-related logistical events.

Accountabilities:
- Provide administrative or secretarial services to the senior team, coordinating complex meetings and off-site events, diary arrangements, and travel in line with AZ policy.
- Arrange and support internal and external meetings.
- Facilitate contracting: Statement of Work, purchase order creation, invoice resolution, and other financial administration.
- Manage logistics for new hire onboarding.
- Collaborate with the wider Evinova PA/admin team for specialist project-based administrative support when required.
- Maintain databases and distribution lists.
- Foster team collaboration by organising regular site team meetings and activities.
- Work with site lead on social events/activities.
- Coordinate with the Comms lead on global events and virtual global activities.
- Coordinate SHE activities and work with the local facilities team.
- Ensure the production of reports or analyses to meet quality standards and provide interpretation of data.
- Reconcile figures or information from various sources, ensuring completeness and accuracy, and follow-up on discrepancies.
- Carry out calculations, analyses, or investigations to defined briefs to support the smooth functioning of the business area.
- Resolve complex customer queries and issues to meet customer and business requirements.
- Contact customers on non-typical, sensitive, or complex issues.
- Participate in establishing an understanding of (internal) customer requirements to ensure that planned activities and services meet needs, and monitor those services and activities to ensure requirements are fully met.
- Prioritise workload, and that of others as appropriate, to achieve personal and work unit targets.
- Control small projects under general guidance ensuring delivery of project outputs according to plan, reviewing and refining plans as necessary.

Essential Skills/Experience:
- Prior Administrative experience
- Ability to follow processes
- Written and spoken communications
- Specialist knowledge in relation to administrative/business support activities in the relevant area
- Experience of working in a global corporate organization
- Competent in the use of relevant office equipment and systems; Experience of a variety of software/systems; Can create and maintain systems for efficiency for both self and others
- Customer Service Skills
- Ability to exercise discretion with sensitivity to highly confidential information
- Strong attention to detail, working to consistently deliver to a high standard
- Track record of handling and resolving challenges quickly and efficiently
- Experience of a variety of software/systems, including online meeting systems
- Ability to work effectively in cross-functional teams and manage multiple priorities
- Organisational and time-management skills with the ability to handle multiple tasks while properly prioritising urgent and high-impact work
- Ability to think proactively and show initiative
- Curious, embraces new ways of problem solving, new ideas and new ways of working
- Ability to thrive in a fast-paced and continuously evolving environment, showing flexibility and resilience in response to changing organisational priorities

When we put unexpected teams in the same room, we unleash bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.

At AstraZeneca, we are driven by courage, curiosity, and collaboration. Our commitment to pioneering new science is evident in our ambitious pipeline aimed at eliminating cancer as a cause of death. With cutting-edge technology and investment backing us, we strive for breakthroughs that improve patient outcomes. Join our team where you can lead at every level, ask questions, take smart risks, and contribute to writing the next chapter in oncology research.

Ready to make a difference? Apply now!

Date Posted

Closing Date

AstraZeneca embraces diversity and equality of opportunity.  We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills.  We believe that the more inclusive we are, the better our work will be.  We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics.  We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.