Senior Administrative Coordinator
Tarrytown, NY
Experience: 0
Category: Administrative & Clerical
Contractor Work Model: Onsite
Brand: Joulé
Compensation Range: 40.00 - 50.00 Per Hour
Job ID: 345597
Date Posted: 02/05/2026
Shortcut: http://jobs.systemone.com/T06cUO
Job Title: Senior Administrative Coordinator
Location: Tarrytown, NY
Type: Long term Contract
Compensation: $40 - $50 hourly
Contractor Work Model: Onsite
Hours: 8 AM- 5 PM M-F
Step into a high-impact role where precision, partnership, and proactive problem-solving truly matter. This Senior Administrative Coordinator opportunity is ideal for an experienced corporate administrator who thrives at the executive level—someone who can anticipate needs, keep complex priorities moving, and serve as a trusted partner to senior leaders within a fast-paced, highly collaborative environment.
You’ll be at the center of day-to-day operations for a sophisticated, data-driven organization, supporting Vice Presidents and leadership teams with everything from executive calendar management and high-stakes meetings to travel logistics, presentations, and team initiatives. If you’re detail-obsessed, tech-savvy, comfortable navigating ambiguity, and energized by supporting leaders who are shaping meaningful work, this role offers visibility, responsibility, and the chance to make a real impact from day one.
Minimum Requirements:
- Experience managing executive level stakeholders within a pharmaceutical company, Biotech, or large global CRO
- Calendar management, slide deck preparation, coordinating department meetings, travel, etc.
- Corporate experience required (this is not an office management position)
- Proficient in MS Office, SharePoint, Concur and teleconference systems with the ability to assist with basic troubleshooting.
- Minimum of an Associates degree is required but a Bachelors is preferred.
- Must have 5+ years of administrative
- Experience with 2+ years of pharma/biotech industry experience.
The Senior Administrative Coordinator will support Vice President(s) and departmental leadership team that oversee the Biostatistics and Data Management organization, specifically the Biostatistics department. The incumbent will provide proficient calendar management with limited guidance, travel and all associated logistics to ensure leaders and associated teams can effectively carry out day to day objectives. Given business need, the incumbent will also support team event planning, ordering department supplies, and/or additional clients in a professional, collaborative and efficient manner. The Senior Administrative Coordinator should be proficient in Word applications, Concur, and is able to learn new technologies with ease for themselves and their client.
- Proactively manages calendars using basic understanding of the priorities of those they support.
- Ability to anticipate the needs of leaders and teams in order to manage and problem solve all related logistics.
- Acts as the point person responsible for coordinating logistics of all but not limited to internal/external meetings and seminars. May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meetings as well as managing meeting/event budgets within approval limit.
- May be responsible for coordination of team buildings, town halls, and completion of agendas and coordinating final slides for distribution. Makes catering recommendations for meetings and events scheduled over meal periods and arranges for catering services.
- Where applicable, assists employees and guests with travel and expense reports, and ordering team lunches.
- Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed.
- Actively manages department contact lists/org charts including creating and maintaining pivot tables, dashboards and reports where applicable. Manages and updates content on department SharePoint sites and/or internal pages ensuring proper permissions and version control.
- Responsible for anticipating and coordinating office supplies to maintain budgets. Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses.
- May act as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement. Coordinates with space planning for new hires or other space needs.
- Coordinates multiple administrative workflows within the department to streamline increasingly complex processes. Makes recommendations for solutions to issues.
- Draft and distribute communications, announcements, and updates as needed.
- May assist in preparing presentations, reports, agendas and minutes and monitor follow-up for timely execution of action items.
- May be involved with ad-hoc departmental specific projects given business need.
- May be responsible for training new employees on internal systems.
- Provides backup support and coverage for other administrative coordinators within both BDM as well as DO-PM-BDM.
- All other duties as assigned.
- Experience managing executive level stakeholders
- Calendar management, slide deck preparation, coordinating department meetings, travel, etc.
- Corporate experience required (not looking for an office manager)
- Proficient in MS Office, SharePoint, Concur and teleconference systems with the ability to assist with basic troubleshooting.
- Minimum of an Associates degree is required but a Bachelors id preferred.
- Must have 5+ years of administrative
- Experience with 2+ years of pharma/biotech industry experience desirable.
System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.
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Ref: #558-Scientific
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