Administrative Coordinator - Global Business Services

Location: Lisbon, Portugal
Working Pattern: Hybrid (minimum 3 days in office)
 

Join AstraZeneca – Where Science Meets Excellence

At AstraZeneca, we are driven by a clear purpose: to push the boundaries of science to deliver life‑changing medicines. Our success is built on innovation, collaboration, and a strong operational backbone that enables our teams to perform at their best.
 

We are now looking for an experienced Administrative Specialist to join our team in Lisbon. This role is integral to ensuring the smooth and efficient operation of business activities, providing high‑quality administrative, coordination, and project support to senior partners.
 

The Role:
 

As an Administrative Specialist, you will provide comprehensive administrative and business support to senior teams, ensuring effective coordination of activities, delivery of key processes, and high standards of operational excellence.

You will work across a range of responsibilities including complex diary management, data coordination, reporting, project support, and customer query resolution. This role requires strong organisational capability, attention to detail, and the confidence to manage multiple priorities in a fast‑paced environment.

Key Accountabilities

• Provide high‑level administrative and secretarial support to senior partners, including:

  • Complex diary management
  • Coordination of meetings and off‑site events
  • Travel arrangements in line with AstraZeneca policy

• Coordinate, collate, and communicate detailed information, including technical or statistical data where required

• Produce high‑quality reports and analyses, ensuring accuracy and providing interpretation of data

• Reconcile data and information from multiple sources, ensuring completeness and following up on discrepancies

• Conduct calculations, analyses, and investigations to support business operations and decision‑making

• Resolve complex customer queries and manage sensitive issues with professionalism and discretion

• Engage with internal customers to understand requirements and ensure delivery of effective administrative services

• Prioritise and manage workloads to meet individual and team targets

• Organise and deliver administrative activities within defined processes and guidelines

• Provide support or informal leadership to colleagues where required, ensuring delivery of responsibilities

• Manage small projects, ensuring delivery against agreed plans and timelines

• Support workflow coordination and mentor junior team members where appropriate

Experience, Skills & Qualifications

Essential Skills & Experience:

• Fluent in English and Portuguese. (Spoken and Written)
• Proven experience in an administrative or business support role
• Strong organisational and time‑management skills with the ability to prioritise multiple tasks
• Excellent written and verbal communication skills
• Ability to work within defined processes while using initiative to solve problems
• Strong attention to detail and commitment to delivering high‑quality output
• Experience working with a variety of office systems and software (e.g. Microsoft Office)
• Ability to create and maintain efficient administrative processes and systems
• Strong customer service orientation and ability to manage partner relationships

Desirable Experience:

• Relevant vocational qualifications or equivalent experience
• Experience supporting senior leaders or working in a corporate environment
• Exposure to team coordination or informal leadership responsibilities

Key Relationships

Internal:

• Senior Managers
• Department Heads
• Internal Teams and Colleagues across functions

External:

• External customers and partners (as required for coordination and issue resolution)
   

Ways of Working
 

At AstraZeneca, we believe innovation happens when we collaborate in person. This role follows a hybrid working model, with an expectation to work from the office at least three days per week, balanced with flexibility.

Career Development & Progression

This role offers strong opportunities to develop within AstraZeneca’s global organisation, providing exposure to senior partners, business operations, and project delivery. It can lead to progression into senior administrative, operational, or business support roles.

Why AstraZeneca?

• Be part of a global, passionate organisation
• Work in a collaborative, inclusive, and high‑performing environment
• Gain exposure to complex business operations and senior leadership
• Develop your career within a structured and supportive framework

Ready to Apply?

If you are a proactive, diligent administrator with strong organisational skills and a passion for delivering high‑quality support, we would love to hear from you.

Apply now and join AstraZeneca in Lisbon.