Executive Coordinator

About the role

The Executive Coordinator enables assigned Global Medical senior leaders and their leadership teams to operate at a high level of effectiveness by providing comprehensive executive support, operational coordination, and administrative services. The role serves as a trusted administrative partner who develops a strong understanding of leadership priorities, preferences, stakeholders, and operating rhythms. The Executive Coordinator proactively manages complex calendars, travel, expenses, meetings, communications, leadership-team activities, and executive priorities. The role anticipates needs, exercises sound judgment, and coordinates work across a highly matrixed global environment while maintaining the highest standards of confidentiality, professionalism, and service. The Executive Coordinator embraces modern ways of working and leverages AI-enabled and digital tools to strengthen executive effectiveness, administrative quality, and operational efficiency.

Executive & Leadership Team Support

• Serve as a trusted administrative partner to assigned senior leaders, developing a detailed understanding of their priorities, preferences, stakeholders, and ways of working.
• Manage complex executive calendars, resolve conflicts, prioritize competing demands, and protect leadership time in alignment with business priorities.
• Coordinate meetings across functions, regions, time zones, and external organizations.
• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, detailed itineraries, and contingency planning.
• Prepare, reconcile, and track travel expense reports for assigned leaders in accordance with applicable company policies and processes.
• Prepare leaders for key meetings by coordinating materials, stakeholder inputs, scheduling requirements, and logistical details.
• Anticipate upcoming needs, deadlines, scheduling conflicts, and operational risks, taking proactive action or escalating issues as appropriate.
• Serve as a key point of contact for internal and external stakeholders, representing the executive office with professionalism, judgment, and discretion.

Administrative & Operational Support

• Provide comprehensive administrative and operational support to assigned senior leaders and their leadership teams.
• Coordinate leadership priorities across functions and regions, ensuring meetings, materials, communications, and follow-up activities remain aligned.
• Maintain organized systems for executive information, meeting materials, correspondence, open actions, and administrative records.
• Manage confidential documents, executive information, correspondence, and sensitive matters while maintaining the highest standards of integrity and confidentiality.
• Support onboarding and offboarding activities for leadership-team members, including access, equipment, introductions, organizational information, and relevant resources.
• Maintain relevant distribution lists, team sites, shared resources, organizational charts, and leadership-team information.
• Coordinate appropriate handoffs and continuity of critical support during planned absences or periods of competing demand.

Governance, Communications & Events

• Organize and support executive meetings, leadership-team meetings, governance forums, business reviews, off-sites, town halls, and other leadership events.
• Coordinate agendas, pre-reads, presentations, meeting materials, conference rooms, catering, technology, on-site logistics, action tracking, and follow-up activities.
• Coordinate, proofread, format, and distribute executive communications, meeting materials, correspondence, and meeting summaries to support leadership activities.
• Maintain governance calendars, recurring meeting schedules, action logs, and relevant leadership-team documentation.
• Coordinate with internal and external stakeholders to support effective communication and timely execution of leadership priorities.
• Plan and coordinate meetings and events involving senior leaders, global stakeholders, and external participants.

Project & Process Coordination

• Coordinate small to mid-size administrative and operational projects on behalf of assigned leaders.
• Maintain trackers, timelines, action logs, and stakeholder follow-up for leadership priorities and recurring deliverables.
• Identify process gaps and recommend practical improvements to executive-support workflows, templates, documentation, and ways of working.
• Support the implementation and adoption of administrative standards, playbooks, templates, and best practices established by the Global Medical Administrative Services team.
• Identify opportunities to improve administrative processes and communicate recommendations to leadership and team management.
• Share administrative best practices and provide informal guidance or mentorship to administrative colleagues where appropriate.

AI, Digital & Continuous Improvement

• Utilize Microsoft 365 Copilot and other approved AI-enabled tools to improve productivity, organization, meeting preparation, communication drafting, and information management.
• Use Outlook, Teams, Excel, Word, PowerPoint, SharePoint, OneDrive, Loop, Forms, and other approved collaboration technologies effectively to support executive and team activities.
• Leverage established templates, tools, and administrative processes to support efficient, consistent, and high-quality service delivery.
• Identify opportunities to improve administrative efficiency through the effective use of approved digital tools and automation capabilities.
• Maintain awareness of emerging digital tools and features and apply them appropriately to improve individual productivity and administrative effectiveness.
• Promote responsible AI use by protecting confidential information, exercising sound judgment, and adhering to applicable privacy, security, compliance, and data protection requirements.

Flexibility, Coverage & Teaming

• Provide dedicated, comprehensive support to assigned senior leaders while operating as part of the broader Global Medical Administrative Services team.
• Collaborate with administrative colleagues to ensure continuity during absences, peak workload periods, leadership transitions, and business-critical activities.
• Provide backup coverage when required while preserving priority support for assigned leaders.
• Build strong working relationships with administrative colleagues across Cambridge, Zurich, Vienna, Bengaluru, and other Global Medical locations.
• Adapt to changes in leadership assignments, organizational priorities, and business needs while maintaining high-quality executive support.