Admin Coordinator

The Administrative Coordinator at Amgen provides comprehensive support to the administrative functions of the organization. They manage schedules, coordinate meetings, prepare reports, and assist with other operational tasks as needed.

Accountabilities (for what and to whom)

Project and administrative tasks

Responsibilities

Serves as a primary contact for Marketing department and coordinates ongoing processes for the team:

– Manages department operations: filing, databases, tracks budget (C3, incl. end to end process, transparency reporting, procure to pay, meeting management, training records management)

– Participates in department project teams

Ensures timely coordination of affiliate`s administrative needs:

– Coordinates functional processes such as invoicing and payments or preparation and distribution of material

– Screens and acts on incoming phone calls and e-mails; provides service and handles complaints

– Maintains distribution and personnel lists

– Coordinates mailings and courier/deliveries

– Ensures stationary orders, etc.

– Manages the administrative aspects of relationships with outside vendors

– May provide training, guidance and orientation to new team members

– Manages calendars

– Coordinates local and international meetings (if applicable); arranges travel, meeting arrangements, visitor accommodations

– Organizes meeting rooms, including logistics, catering and equipment needs (if applicable)

– Prepares agendas, takes and completes meeting minutes; coordinates distribution and follows up on action items

– Independently responds to routine correspondence, determines best approach and presentation when preparing and formatting correspondence, memorandums, reports and presentations

Competencies

•Well organized, identifies and balances multiple priorities and the needs of multiple teams

•Fast, pro-active

•Applies attention to detail

•Communicates details clearly and accurately; both orally and in writing

•Modifies communication style as appropriate for the audience; may regularly interact with clients and executives

•Demonstrates a service-oriented approach to all activities

•Takes a proactive approach to identifying breakdowns in service, resolves issues appropriately

•Demonstrates a willingness to learn new approaches and to adapt to change

•Leads by example in promoting teamwork

Minimum Requirements

•High School Diploma

•3 to 5 years experience in administrative support role

•Experience using MS Office tools

•Fluency in local language and English

Preferred Requirements

•Experience in similar or related disciplinary and/or international environment

•Familiarity with terminology of area supported such as Marketing, Administration, Logistics etc.

•SAP, basic IT fluency