Administration Coordinator, IT

Provides basic administrative support, and performs administrative tasks according to set policies and procedures. Individuals in this role carry out a range of relatively routine activities and processes to provide support to the business unit. This role impacts the reputation of the function it serves as the initial point of contact for many customers.

Role Overview

The Rare Disease Unit, is seeking anAdministrative Coordinatorto provide high-impact support to theVice President, Head of Information Technology, Rare Disease Unitand the broader leadership team. This role is critical to ensuring smooth operations across calendar management, travel coordination, executive meeting logistics, cross-functional communications, and event support. The ideal candidate is proactive, highly organized, discreet, and comfortable operating in a fast-paced, global environment with multiple time zones.

Key Responsibilities

Executive Support & Calendar Management: Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts.

Travel Coordination (Concur): Arrange domestic and international travel usingConcur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies.

Leadership Team Operations: Work closely with the VPs leadership team to plan and executequarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions.

Stakeholder Collaboration: Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination.

Catering & Facilities Liaison: Serve as theprimary point of contact for cateringand onsite logistics at theBostonandNew Havenlocations for IT department leadership meetings, town halls, and key events.

IT Communications Support: Collaborate with theIT Communications teamto executetown halls,leadership presentations, andcommunicationsfor the IT organization; ensure timelines, content reviews, and distribution plans are met.

Confidential Processes: Coordinateconfidential interviewsand meetings with discretion; manage documents and communications in line with confidentiality requirements.

Global Coordination: Schedule and support meetings acrossmultiple time zones, ensuring accessibility for global stakeholders and timely follow-ups.

Project Management: 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.

Operational Excellence: Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices.

Qualifications

Experience: 5+ years of administrative or coordination experience supporting senior executives; experience in technology or life sciences preferred.

Project Management: Demonstratedproject management experiencewith the ability to plan, execute, and deliver on tight timelines.

Tools & Systems: Proficiency withConcur, Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel), ChapGPT, ShareNote, To-do list

Communication: Excellent written and verbal communication skills with strong attention to detail; experience working with communications or events teams is a plus.

Organization & Judgment: Strong prioritization, problem-solving, and decision-making skills; ability to manage confidential information with the highest discretion.

Time Zone & Flexibility: Comfortable coordinating acrossmany different time zonesand adapting to shifting priorities.

Competencies

Proactive ownership: Anticipates needs, flags risks early, and follows through on commitments.

Stakeholder management: Builds trust with senior leaders, peers, and external partners.

Detail orientation: Delivers polished, accurate materials and logistics with minimal oversight.

Resilience & adaptability: Thrives in a dynamic environment with changing requirements.

Collaboration: Effective at cross-functional teamwork, especially with Communications and Facilities.