Planet Pharma · 1 hour ago
Administration Coordinator
Boston, MA
Full-time
Onsite
Mid Level
3+ years expPlanet Pharma is a company that values diversity and inclusivity, and they are seeking an Administrative Coordinator to provide high-level administrative support while enhancing team engagement initiatives. The role involves managing complex calendars, coordinating travel, planning leadership meetings, and collaborating with senior leaders to streamline operations.
BiotechnologyHealth CarePharmaceutical
Responsibilities
Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts
Arrange domestic and international travel using Concur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies
Work closely with the VP’s leadership team to plan and execute quarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions
Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination
Serve as the primary point of contact for catering and onsite logistics at the Boston and New Haven locations for IT department leadership meetings, town halls, and key events
Collaborate with the IT Communications team to execute town halls, leadership presentations, and communications for the IT organization; ensure timelines, content reviews, and distribution plans are met
Coordinate confidential interviews and meetings with discretion; manage documents and communications in line with confidentiality requirements
Schedule and support meetings across multiple time zones, ensuring accessibility for global stakeholders and timely follow-ups
Lead and track administrative and event-related projects end-to-end (scope, timeline, dependencies, stakeholders, and risk mitigation); drive status updates and deliverables to completion
Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices
Qualification
Required
Bachelor's degree or equivalent relevant work experience
Minimum of 3–5 years of experience in executive administrative support, office management, or team coordination roles
Proven experience supporting senior leaders/executives in a fast-paced corporate environment
Strong calendar management skills, including coordination of complex schedules and meeting logistics
Demonstrated experience in event planning, catering coordination, and vendor management
Experience managing domestic and international travel arrangements and expense reporting
Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously
Strong written and verbal communication skills with a high level of professionalism
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
High attention to detail with strong problem-solving and follow-up skills
Ability to work independently, exercise sound judgment, and handle confidential information with discretion
Strong interpersonal skills with the ability to collaborate across teams and build effective working relationships
Preferred
Experience using internal communication platforms (e.g., Workvivo or similar tools)
Ability to leverage GenAI tools to improve efficiency and communication effectiveness
Company
Planet Pharma
Planet Pharma is a pharmaceuticals company.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Cynthia Lewis
Senior Executive Recruiter, Life Sciences - PPG Advisory Partners
Emma Morris
President, PPG Advisory Partners
Company data provided by crunchbase