Executive Assistant / Business Coordinator – AI to Transform Care (AITC)

Position Summary 

We are seeking an Executive Assistant / Business Coordinator to support our dynamic AI to Transform Care (AITC) team, working on leveraging AI across the care pathway to identify patients faster, guide better treatments, and improve outcomes at scale - transforming scientific innovation into real-world impact. The successful candidate will be responsible for providing high-level administrative support to the team, ensuring smooth and efficient operations, and contributing to the success of our cutting-edge projects. 

Based in our Barcelona office, this role impacts the reputation of the function as it serves as the initial point of contact. This is a fast paced and constantly changing environment, which requires resilience and personal flexibility; due to routine and urgent business critical requests across several time zones, the position can require to be available outside regular working hours at times. This position involves a high degree of job complexity and involves supporting leaders based in our Zug, Barcelona, London and Boston offices. The ability to work autonomously and with minimal supervision is a critical skill for success in this role.  

Responsibilities: 

• Manage complex calendars, schedule meetings across multiple time zones, and coordinate travel arrangements for AITC leadership. 

• Handle sensitive information with professionalism and discretion. 

• Support expense management, procurement, and vendor coordination. 

• Prepare and edit correspondence, presentations, briefing documents, and reports. 

• Act as a liaison between AITC and other AstraZeneca functions (HR, Finance, IT, Facilities) as well as external partners. 

• Own and curate the AITC Workvivo community space - develop a content calendar, publish regular updates, highlight team achievements, and foster engagement across the team. 

• Draft internal newsletters, announcements, and storytelling content that showcases AITC's impact and culture. 

• Champion team recognition and celebrate milestones, new joiners, publications, and wins. 

• Plan and execute AITC team events - including offsites, townhalls, learning sessions, and social gatherings (both virtual and in-person). 

• Coordinate logistics for external conferences, speaker engagements, and cross-functional workshops. 

• Maintain shared team resources - org charts, distribution lists, SharePoint sites 

• Support hiring activities including interview scheduling, candidate experience coordination, and onboarding logistics for new team members. 

• Act as a culture ambassador for AITC - help shape and sustain a team identity that is inclusive, innovative, and connected. 

• Coordinate pulse surveys, feedback loops, and engagement initiatives. 

• Facilitate connections between team members and colleagues in other AITC sites (Barcelona, Gaithersburg, Cambridge, Boston, etc.). 

Essential Requirements: 

• 5+ years of experience in a EA, business coordinator, or operations role, ideally supporting senior leaders in a technology, data, or innovation-focused environment. 

• Demonstrated experience in community management or internal communications - comfortable creating content, managing digital platforms, and engaging diverse audiences. 

• Event planning experience - proven ability to organise events of varying scale, from intimate team workshops to large-format offsites. 

• Exceptional organisational skills - able to juggle multiple priorities, manage ambiguity, and deliver under pressure with minimal supervision. 

• Strong communication skills - excellent written and verbal English; ability to craft compelling narratives and communicate with stakeholders at all levels. 

• Digital fluency - proficient in Microsoft 365 (Teams, SharePoint, PowerPoint, Excel, Outlook), and comfortable adopting new collaboration tools (e.g., Workvivo, Miro, Slack). 

• Cross-cultural agility - experience working in global, matrixed organisations across multiple time zones. 

• Proactive and solutions-oriented mindset - a self-starter who anticipates needs, takes initiative, and drives things to completion. 

Desirable Qualifications: 

• Familiarity with AI, transform care or digital health concepts and terminology. 

• Experience with Workvivo or similar employee engagement platforms. 

• Experience in the pharmaceutical, biotech, or healthcare industry. 

• Additional languages (Spanish and/or French) are a plus. 

Education: A Bachelor's degree in Business Administration, Management, or a related field is preferred.