Position Overview

We are seeking a highly skilled and strategic Senior Administrative Coordinator to support the Head of our Global Capability Center (GCC) within our Fortune 500 biotech pharmaceutical company. This role acts as a critical operational anchor, thought partner, and gatekeeper, ensuring leadership operations run seamlessly across global matrices and multiple time zones.

Essential Functions

Executive Calendar & Time Management

- Strategic Alignment: Own and manage the GCC Head's complex, multi-timezone calendar with strategic intentprioritizing time against business objectives, not just meeting requests.
- Proactive Resolution: Anticipate scheduling conflicts, travel requirements, and preparation time needs; proactively resolve them before they impact the GCC Head.
- Meeting Triage: Gate and triage all meeting requestsassessing purpose, urgency, and appropriate attendees; proposing alternatives or delegations where appropriate.
- Cadence Discipline: Coordinate rhythm-of-business meetings (leadership team standups, quarterly reviews, all-hands, one-on-ones) and maintain a disciplined cadence calendar.
- Executive Preparation: Ensure the GCC Head never walks into a meeting unprepared by coordinating pre-read materials, agendas, and context briefs well in advance.

Communications & Correspondence

- Executive Ghostwriting: Draft, review, and manage executive-level communications on behalf of the GCC Head (emails, memos, announcements, and thank-you notes), faithfully reflecting their voice and intent.
- Inbox Triage: Triage and manage high-volume inboxes, flagging critical items, routing requests to the appropriate team members, and ensuring nothing falls through the cracks.
- First Point of Contact: Serve as the primary liaison for internal and external stakeholders seeking access to the GCC Head, managing impressions and relationships with professionalism and warmth.
- Action Tracking: Coordinate cross-functional communication on behalf of the GCC Head, ensuring follow-ups, action items, and commitments made in meetings are tracked and completed.
- Briefing Materials: Prepare executive briefing notes, talking points, and background materials for stakeholder meetings, site visits, and external engagements.

Travel & Logistics Management

- Global Logistics: Plan and manage comprehensive domestic and international travel arrangements for the GCC Head, including flights, accommodation, ground transport, visa logistics, and detailed itinerary management.
- Real-Time Mitigation: Anticipate and resolve travel disruptions in real time,



ensuring the GCC Head's schedule and obligations are protected when plans change.
- Expense Compliance: Manage travel expenses, receipts, and reimbursements in compliance with corporate travel policysubmitting records with full accuracy.
- VIP Coordination: Coordinate logistics for visiting executives, global delegates, and key stakeholders, ensuring experiences reflect the organization's high standards and culture.

Executive Events & Leadership Offsites

- End-to-End Ownership: Own the end-to-end planning and execution of GCC leadership events, including team offsites, all-hands meetings, town halls, recognition events, and executive summits.
- Vendor & Venue Management: Coordinate with internal teams and external venues to manage logistics, A/V, catering, agenda flow, and stakeholder experience from start to finish.
- Event Collateral: Prepare event materials, presentations, and run-of-show documents; manage on-the-day execution to ensure flawless delivery.
- Culture Initiatives: Support GCC-wide culture initiatives, milestone celebrations, and recognition moments that reinforce team cohesion and organizational identity.

Confidential Business & Administrative Operations

- Absolute Discretion: Manage highly sensitive and confidential information—including personnel matters, strategic initiatives, board-level content, and organizational changes—with strict professionalism.
- Office Operations: Oversee administrative operations for the GCC Head's office, including document management, filing systems, procurement of office needs, and vendor coordination.
- Financial Administration: Process and track purchase orders, invoices, and budget submissions on behalf of the GCC Head, maintaining accurate records and flagging variances proactively.
- Governance Support: Support the preparation and coordination of board materials, executive presentations, and governance documentation as directed by the GCC Head.
- Data Integrity: Maintain organizational charts, contact directories, and team distribution lists for the GCC leadership function, keeping all records current and accurate.

Strategic Support

- Thought Partnership: Act as a sounding board for the GCC Head on organizational matters—offering observations, flagging patterns, and contributing perspective with candor and tact.




- Accountability Tracking: Track and manage the GCC Head's action items, commitments, and follow-ups, maintaining a master accountability tracker and proactively nudging items to closure.
- Leadership Liaison: Liaise between the GCC Head and their direct leadership team, facilitating information flow, coordinating deliverables, and ensuring the leadership team operates as a cohesive unit.
- Cycle Coordination: Support strategic planning cycles, budget preparation, and organizational review processes by coordinating inputs, timelines, and stakeholder contributions.
- Cultural Ambassador: Serve as a cultural ambassador for the GCC, modeling the values, professionalism, and collaborative spirit the GCC Head champions across the wider organization.

Stakeholder Relationship Management

- Enterprise Networking: Build and maintain genuine, trusted relationships with counterpart Executive Admins, Chiefs of Staff, and key coordinators across the enterprise to enable effective operations.
- External Representation: Manage relationships with external partners, vendors, and executive contacts on behalf of the GCC Head, representing the office with consistency.
- Cross-Border Collaboration: Coordinate across time zones and geographies to facilitate executive engagements, multi-site leadership meetings, and global stakeholder interactions.
- Relationship Mapping: Maintain a stakeholder map and relationship log for the GCC Head, tracking key contacts, engagement history, and relationship context.

Job Requirements

Education

- Bachelor's degree in Business Administration, Communications, or a related field preferred; equivalent practical experience fully considered.
- Career development or certifications in executive support, project coordination (e.g., PMP), or organizational management is a plus.

Experience

- 6–8 years of Executive Administrative experience supporting C-suite, VP, or Senior Director-level leaders in complex, global environments.
- Demonstrated experience working within a Fortune 500 biotech pharmaceutical company, technology firm, GCC, professional services, or a fast-paced multinational corporate environment is strongly preferred.
- Proven track record managing complex international travel logistics, multi-stakeholder executive events, and large-scale town halls.
- High capability in handling highly confidential information and sensitive organizational matters with absolute professionalism.
- Extensive experience supporting leaders who manage large, geographically distributed teams across different time zones.

📌 Senior Administrative Coordinator For C suite Leadership (Hyderabad)
🏢 Randstad
📍 Hyderabad