International Commercial BD and Alliances Team Coordinator

Typical Accountabilities

• Provides administrative or secretarial services to the senior team, coordinating complex meetings and off-site events, diary arrangements and travel in line with AZ policy

• Organises, controls and delivers specific clerical/administrative activities and services under guidance from a supervisor/manager

• Meeting and logistics coordination: Reserve meeting rooms and arrange on-site support, including IT setup and catering

• Co-ordinates, collates and communicates information at the detailed level, possibly of a technical or statistical nature

• Support Global visitor trip planning in China: Lead end-to-end itinerary, agenda coordination and logistics support

• Assist procurement and invoicing process, and legal documentation support (e.g. signing and chopping for CDA, MOUs)

• Coordinate team staff and intern onboarding/offboarding process and complete related system updates

• Carry out quality calculations and analyses as required to support the smooth functioning of the business area; reconciles figures and ensure data completeness and accuracy

• Resolves complex customer queries and issues to meet customer and business requirements

• Contacts customers on non-typical, sensitive or complex issues

• Participates in establishing an understanding of (internal) customer requirements to ensure that planned activities and services meet needs, and in monitoring those services and activities to ensure requirements are fully met

• Prioritises workload, and that of others as appropriate, to achieve personal and work unit targets

• Controls small projects under general guidance ensuring delivery of project outputs according to plan, reviewing and refining plans as necessary

• May co-ordinate workflow management and mentors junior team members to ensure effective allocation of resources

Typical People Management Responsibility (direct/indirect reports)

• Approximate number of people managed in total (all levels): 0
• N/A (Not a Manager)

What is the global remit? (how many countries will the role operate in?)

• Operates in own country

Education, Qualifications, Skills and Experience

• Essential: Prior Administrative experience; Ability to follow processes; Written and spoken communications; Specialist knowledge in relation to administrative/business support activities in the relevant area; Competent in the use of relevant office equipment and systems; Experience of a variety of software/systems; Can create and maintain systems for efficiency for both self and others; Customer Service Skills
• Desirable: Relevant vocational qualifications or equivalent experience; Team management skills

Key Relationship to Reach Solutions

• Internal (to AZ or team): Internal Teams; Colleagues; Senior Managers; Other Department Managers
• External (to AZ): External vendor

Brief Job Description

Provide high-quality operational support to the IBD&VF Leadership Team and Commercial BD and Alliance Team, including team administrative management, meeting facilitation, project-based coordination, and other ad-hoc requirements, ensuring smooth daily operations and seamless operational support.

Typical Accountabilities

1. Support to IBD & VF Leadership Team (40%)

• Manage complex calendars and coordinate internal/external meetings across multiple time zones
• Arrange comprehensive domestic and international travel logistics, including visa invitation letters, flight bookings, accommodation and ground transportation
• Process and track T&E expenses accurately and in compliance with company policies

2. Support to Commercial BD and Alliance Team (60%)

• Meeting & Event Facilitation: Coordinate end-to-end logistics for internal and external meetings, including meeting room reservation, IT setup, guest reception, and catering arrangements
• Finance & Procurement Operations: Manage the PR/PO process, including creation, tracking, and follow-up to ensure timely approval and financial settlement
• Budget management: Manage team budget tracking covering both financial spending and carbon emissions, support annual budget planning and monitor ongoing progress
• Legal & Project Document Handling: Facilitate the company chop application process for legal and project documents
• Team Support: Coordinate team travel arrangements and assist in organizing team activities
• Global Visit Support: Assist with itinerary planning, meeting agenda coordination, invitation letter for visa application, logistics arrangements for global visitors
• Onboarding Support: Handle intern onboarding/offboarding procedures and system updates

Education, Qualifications, Skills and Experience

1. Academic / Professional qualification

• Bachelor’s degree or above

2. Working experience

• Minimum 3+ years of administrative or coordination experience in a multinational corporation. Healthcare/pharmaceutical industry background is strongly preferred 
• Demonstrated experience managing complex diaries, travel, and expenses for senior leaders
• Proven ability to work effectively with globally dispersed teams across different time zones
• Familiarity with procurement processes and vendor management
• High level of integrity, discretion, and professionalism when handling confidential information

3. Personal Attributes

• Strong organizational communication and interpersonal abilities
• Calm under pressure with strong problem-solving skills
• Collaborative mindset and a team-oriented approach

4. Language and technical literacy

• Proficient in English and Mandarin
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook and MS Teams) and Enterprise Tools (e.g., Concur, Ariba)

Key Relationship to Reach Solutions

• Internal (to AZ or team):
• External (to AZ):

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 authorisation and employment eligibility verification requirements.