Admin Coordinator-Senior

Job Title: Admin Coordinator-Senior

Job Type: Contract (12Months)

Job Location: Madison, WI

Description:

The Senior Administrative Coordinator delivers comprehensive administrative support to the Madison Device Manufacturing Site, engaging with all levels of management across the organization. This role is responsible for overseeing and managing key administrative processes and functions, while providing direct support to Site Leadership. Core responsibilities include coordinating logistics such as calendar management, scheduling appointments and meetings, preparing meeting materials, arranging travel through the company system, and creating and submitting expense reports. The position also contributes to project support and ensures the seamless execution of day-to-day administrative operations.



Essential Functions:

Supporting Site Leadership with administrative tasks, including but not limited to supporting calendar management, travel coordination, where required.

Coordinating meetings for Site Leadership as needed (incl. but not limited to RTB, Global Internal Manufacturing Leadership Meeting etc.) and facilitating ad hoc requests.

Supports hiring of new personnel, including setting up interviews, IT set up, site orientation, work-space needs, etc.

Managing and maintaining the SharePoint site for Internal Global Manufacturing Madison, and other key Madison communication channels, distribution lists, etc.

General office administration - post, couriers, stationery, and vendor management and distribute incoming and outgoing mail, as needed.

Welcome visitors to the office in a polite and professional manner

Manage and control the supply stocks/budget

Book and organize meeting rooms and catering for on-site meetings.

Knowledge of Concur travel and expense platform to provide support Site Leadership with travel/expenses.

Reconciliation of monthly P-Card statement.

Facilitate, book and schedule site wide training initiatives as well as maintaining records of attendance

Create and manage surveys using Survey Monkey or Microsoft Forms

Coordination of furniture/equipment orders and online portal, for those working elsewhere

Work with Facilities to manage/coordinate support requests

Provide administrative support to other functions in Madison, as required

Work closely with Site Leadership team on events and all Madison activities as they arise

Serve a Coordinating Leader for company initiatives (i.e. CSR, ESG, Social Committee, etc.)



Minimum Requirements:

Education: BS/BA in relevant subject area or equivalent business/administrative experience.



Experience: 10 years' experience in a similar role with demonstrated ability to support a department at Director or higher level, required



Preferred Skills/Qualifications:

Other Skills/Competencies:

Comprehensive administrative and organizational skills including thorough knowledge of standard office procedures

Demonstrated ability to handle confidential information with discretion and maintain a consistently professional demeanor.

Ability to utilize IT systems effectively, including teleconferencing platforms, to support daily operations

Demonstrated comprehensive proficiency in the Microsoft Office Suite.

Working knowledge of SharePoint and Visio an advantage

Competence in Microsoft Office Suite

Fluency in written and spoken English, ensuring clarity and professionalism in all interactions

Strong communication and interpersonal skills

Resourceful and proactive approach in resolving issues as they arise

Demonstrated ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision and thorough follow-up

Flexible work ethic and a commitment to being best in class

Professional, positive, energetic, and approachable presence in all external and internal engagements

Pharmaceutical, medical or related industry experience, preferred.