Executive Coordinator & Project Specialist

Work Your Magic with us!  

Ready to explore, break barriers, and discover more? We know you’ve got big plans – so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.  

United As One for Patients, our purpose in Healthcare is to help create, improve and prolong lives. We develop medicines, intelligent devices and innovative technologies in therapeutic areas such as Oncology, Neurology and Fertility. Our teams work together across 6 continents with passion and relentless curiosity in order to help patients at every stage of life. Joining our Healthcare team is becoming part of a diverse, inclusive and flexible working culture, presenting great opportunities for personal development and career advancement across the globe.

ABOUT THE ROLE

We are seeking a highly organized, proactive, and dynamic Executive Coordinator & Project Specialist to join our team. This role encompasses a unique combination of executive support, global communication, culture transformation, and project portfolio management responsibilities. The successful candidate will act as a central point of coordination and support for the Director while contributing to organizational excellence and strategic alignment.

YOUR ROLE:

Executive Support and Administrative

• Meeting Management: Oversee end-to-end arrangements for various meetings, including kick-off, operational, and offsite sessions. Responsibilities include organizing logistics, preparing agendas, documenting minutes, tracking action items, and following up with stakeholders.
• Scheduling and Coordination: Maintain the Director’s calendar, ensuring seamless prioritization and no scheduling overlaps. Plan and coordinate site meetings, one-on-one performance reviews, and ad hoc sessions with clear timelines.
• Logistics and Resource Management: Arrange travel, visitor schedules, accommodations, and logistics for business events and meetings, ensuring a smooth experience for all participants.
• Document Handling: Facilitate incoming and outgoing correspondence, including filing, printing, and scanning, while maintaining a structured document management system.
• Operational Planning: Submit details for annual operational planning and oversee purchasing processes through tools such as SAP Concur and Ariba.
• Budgeting and Compliance: Ensure adherence to yearly operational plans, budget submissions, and compliance with purchasing protocols, including CAPEX and Ariba guidelines.
• Office Management: Monitor and replenish office supplies, ensuring the availability of stationery, resources, or tools.
• Continuous Improvement: Support and implement initiatives like 5S+ to drive operational efficiency and maintain high standards of workplace organization.
   

Project Portfolio Management

• Project Review Boards (PRBs): Organize and facilitate PRBs at both departmental and site levels, ensuring clear communication of objectives, progress updates, and challenges to stakeholders.
• Collaboration with Global PMO: Partner with global PMO teams to align on and deliver organizational commitments
• Data Validation and Follow-Up: Regularly validate project data to ensure alignment with scope, timelines, budgets, and resource allocations. Follow up with project managers to address any discrepancies or risks.
• Tool Optimization and Training: Lead the adoption and optimization of project management tools. Provide training and coaching to ensure effective utilization by stakeholders and alignment with company goals.
   

Communication and Cross-Functional Collaboration

• Internal and External Communication: Lead communication efforts, including drafting, reviewing, and publishing local and global announcements, newsletters, and reports.
• Stakeholder Engagement: Respond to inquiries and coordinate information flow between global and local teams, ensuring effective communication and alignment with organizational goals.
• Event and Update Announcements: Create and circulate timely announcements regarding site events, holidays, leadership updates, and major achievements.
• Document Translation: Translate documents and correspondence from English to Bahasa Indonesia to support seamless communication across teams and stakeholders.
   

Culture Transformation and Strategic Support

• Global Alignment: Actively participate in global communication meetings to ensure local strategies align with broader corporate initiatives and goals.
• Culture Transformation: Support organizational culture transformation projects, collaborating across departments to foster inclusivity, engagement, and collaboration.
• Strategy Development: Contribute to shaping and implementing initiatives that enhance workplace culture, promote innovation, and align with long-term business strategies.
   

WHO YOU ARE: 

• Bachelor’s degree in Business, Management, Industrial Engineering, Pharmacy or Health-related fields, and others
• Organized and able to handle multiple tasks with attention to detail.
• Good at using Microsoft Office and open to learning new technology.
• Strong communication in English and Bahasa Indonesia
• Can work independently and keep sensitive information private.
• Project & Task Management.
• Problem-solving and always looking for ways to improve processes.
• Collaboration and work well with different people and teams.
• Good communication skills both formal and informal.
• Eager to learn and take initiative in new situations.
• Basic knowledge of project and creative tools (Microsoft To Do, Canva, AI-GPT for work)
• Some experience in office tasks or organizing events during internships or university projects
• Writing reports or newsletter articles is a plus
• Willing to learn and adapt to new tools and systems
• Positive attitude and strong problem-solving skills
• Professional, responsible, and trustworthy with private information

What we offer: We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We celebrate all dimensions of diversity and believe that it drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!
 
Apply now and become a part of our diverse team!