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Administrative Assistant

Location Gaithersburg, Maryland, United States Job ID R-141637 Date posted 22/06/2022

Do you have a passion for Science? Would you like to apply your expertise to impact a company that follows the science and turns ideas into life changing medicines? Then AstraZeneca might be the one for you!

At AstraZeneca, we put patients first and strive to meet their unmet needs worldwide. Working here means being entrepreneurial, thinking big and working together to make the impossible a reality. If you are swift to action, confident to lead, willing to collaborate, and curious about what science can do, then you’re our kind of person.

About AstraZeneca in Gaithersburg, MD:

Our Gaithersburg, Maryland facility creates life-changing medicines for people around the world.  This campus employs more than 3,500 experts in our field and is only a short drive from Washington, DC. This modern and vibrant scientific campus is the home of R&D and Oncology in the US. Here, we play host to some of the most cutting-edge technology and lab spaces, all designed to inspire collaboration and cross-functional science. We believe employees benefit from being challenged and inspired at work. We are dedicated to creating a culture of inclusion and collaboration.

The Gaithersburg site offers a variety of amenities to help boost productivity and help keep our employees happy and healthy. This includes a fitness center, employee healthcare clinic, electric vehicle charging stations, dry cleaning, full-service cafeteria and copy center. This is where you’ll find newly-designed, activity-based work spaces to suit a variety of working styles while increasing collaboration between teams. 

Position Summary:

This position will report directly to the Vice President of Cell Culture & Fermentation Sciences in our BioPharma R&D function. The Administrative Assistant is pro-active, creative and collaborative, adding value by working with the other administrators in ensuring the team they support can focus on bringing lifesaving medicines to patients. As the Administrative Assistant supporting CCFS and other functions in BioPharmaceuticals Development, you will provide valued support to leaders, teams and key business processes in this critical function in BioPharma R&D. You will operate in a dynamic and fast-paced environment – navigating calendar conflicts, arranging meetings and travel, ensuring prompt payment of PO’s, and supporting engagement events across our sites globally. You will work with urgency and focus to proactively communicate with stakeholders, relentlessly seek to organize and simplify your work, and collaborate regularly with our global administrative team.


  • Lead sophisticated calendars for multiple leaders within BPD and BPD-wide activities in order to schedule meetings and special events; prioritize calendar conflicts.

  • Handle end-to-end multi-location domestic and international travel arrangements

  • Process expense reports and track travel and entertainment expenses with accuracy and efficiency

  • Assist with purchase order requisitions - gathering necessary information and documents to ensure smooth approval processes

  • Plan full logistics of team off-site and virtual events and town hall meetings within budget - including direct vendor contact, negotiations and setting up of contracts

  • Attend team meetings and take clear minutes when required

  • Prepare meeting agendas, presentation and read-ahead materials and minutes

  • Able to set up meetings & teleconference calls using various types of technology, including telepresence, video conferencing, Skype, Zoom and Microsoft Teams, etc., both domestically & internationally

  • Manage vendor/supplier contracts per AZ policy and working with key AZ stakeholders

  • Coordination of candidate interviews, sending calendar invites, securing an interview space/room, greeting candidate and booking candidate’s travel

  • Handle confidential information and maintains the security of the manager's records and files

  • Effectively manage special projects and other duties as assigned

  • Performs other administrative tasks using independent judgement and discretion

  • Plans and schedules own workload so that all activities are completed accurately and on time

  • Facilitates smooth communications between the manager and other executives, managers, vice presidents, direct reports and employees; and between the manager and external parties such as suppliers, customers, and the public

  • As a member of the administrative support community, responsible for providing back-up support and other assistance to other administrative staff, including training, and for contributing actively to the on-going development and implementation of shared practices

Qualifications and Skills:

  • A minimum of 5 years of administrative experience

  • H.S. diploma required; college degree preferred

  • Broad administrative assistant experience and project management support experience

  • Experience of working within a complex global organization

  • Demonstrate intermediate to advanced PC skills and ability, including Microsoft office and other industry applications, e.g. SharePoint, Zoom and Microsoft Teams

  • With an eye for detail, manage multiple projects/tasks simultaneously and effectively

  • Forward-looking, results-oriented, focused/proactive problem solver

  • Works well independently, as well as in a team setting

  • Ability to prioritize tasks and meet deadlines

  • Flexible with a 'can-do' attitude

  • Keen understanding of professional and diplomatic interpersonal skills

  • Possesses general knowledge of working globally within a variety of cultures

Why AstraZeneca?

At AstraZeneca when we see an opportunity for change, we seize it and make it happen, because any opportunity no matter how small, can be the start of something big. Delivering life-changing medicines is about being entrepreneurial - finding those moments and recognising their potential. Join us on our journey of building a new kind of organisation to reset expectations of what a bio-pharmaceutical company can be. This means we’re opening new ways to work, pioneering cutting edge methods and bringing unexpected teams together. Interested? Come and join our journey.

So, what’s next!

Are you ready to bring new ideas and fresh thinking to the table? Brilliant! We have one seat available and we hope it’s yours.

Where can I find out more?

Check out our landing page for more information on our BPD group

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AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.

AstraZeneca requires all US employees to be fully vaccinated for COVID-19 but will consider requests for reasonable accommodations as required by applicable law.

10000463 C ADPA R&D BioPharmaceuticals

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Glassdoor logo Rated four stars on Glassdoor

Great culture, great work assignments, supportive management. Rotation opportunity within the company. They value inclusion and diversity.