Admin Coordinator

Job Summary The Administrative Coordinator provides high-level administrative, organizational, and coordination support to cross-functional teams within a global pharmaceutical organization. This role plays a key part in ensuring smooth day-to-day operations, effective communication, and compliance with internal procedures and regulatory requirements in a highly regulated environment. Key Responsibilities Provide administrative and coordination support to managers and cross-functional teams Coordinate meetings, prepare agendas, take minutes, and follow up on action items Manage calendars, travel arrangements, and expense reporting in line with company policies Prepare, format, and maintain documents, presentations, and reports Act as a key point of contact for internal and external stakeholders Support project coordination activities, including timelines, documentation, and tracking deliverables Maintain accurate records and filing systems in compliance with company and regulatory standards Assist with onboarding of new team members and coordination of training activities Support procurement, invoice processing, and budget tracking where required Ensure adherence to internal policies, compliance guidelines, and local regulations Contribute to continuous improvement of administrative processes and workflows Required Qualifications Bachelor's degree or equivalent experience in administration, business support, or a related field Proven experience in an administrative, coordination, or support role, preferably in an international or regulated environment Strong organizational skills with the ability to manage multiple priorities Excellent written and verbal communication skills High attention to detail and accuracy Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools is an asset Preferred Skills & Experience Experience in the pharmaceutical, life sciences, or healthcare sector preferred Familiarity with compliance-driven or regulated environments Experience working in a multinational or matrix organization Knowledge of SAP, Veeva, or similar enterprise systems (nice to have) Ability to work independently and proactively Languages Fluency in English is required Knowledge of French is a strong asset Personal Attributes Professional, discreet, and reliable Proactive and solution-oriented mindset Strong interpersonal skills and ability to work with diverse teams Adaptable and comfortable in a fast-paced, international environment