Corporate Affairs Team Coordinator

JOB OBJECTIVE: Support Corporate Affairs' operational effectiveness and positive team culture through advancing technical (Agentic, AI etc.) integration, administrative coordination, executive support, event logistics, and collaborative project contributions.

CORE DUTIES:

Operational & Technical Support

1. Encourage and develop technical integration to support workflows and advance ways of working.

2. Organize and maintain digital assets in collaboration with Communications and Corporate Resources teams. Upload and work in Digital Asset Management tool

3. Support project tracking by gathering key metrics and maintaining documentation.

4. Assist in survey creation, distribution, and feedback collection.

5. Coordinate use of internal tools and platforms such as AdminLink, CompanyConnect, Adobe, Sharepoint and shared forms.

6. Liaise with IT and tool owners for troubleshooting, access, and updates.

Team Coordination & Culture

1. Serve as an administrative liaison across the department, ensuring smooth coordination and communication.

2. Organize onboarding processes, maintain team rosters and resource lists, and coordinate team celebrations and shared rituals.

3. Track department milestones and deadlines such as MBOs, award submissions, and performance timelines.

4. Post updates to shared calendars and communication channels.

5. Demonstrates inclusion through their own words and actions, acting with kindness, curiosity, and respect.

6. Embrace and incorporate Promega's 6 Emotional & Social Intelligence (ESI) core principles in daily work.

Event, Hospitality & Guest Support

1. Provide real-time event and meeting support, including setup, signage, and printed materials.

2. Partner with the Corporate Hospitality Manager to support logistics for the guest house, event spaces, and campus visitors.

3. Assist with reception and front-desk needs for visitors as needed.

4. Prepare materials and coordinate logistics for leadership meetings and external guests.

Executive & Administrative Support

1. Arrange travel, process expense reports, and track budget-related logistics.

2. Support VP with complex calendar management, meeting preparation, and timely triage of emails and incoming requests.

Compliance & Accountability

1. Understand and comply with ethical, legal, and regulatory requirements applicable to our business.

KEY QUALIFICATIONS:

1. Associate's degree in business administration or communications field and/or proven work experience that ensures you are ready to be successful in this role.

2. 5-7 years of experience in a fast-paced administrative or project coordination role.

3. Demonstrated ability to multitask, prioritize, and respond effectively to shifting needs.

4. Strong communication, organizational, and problem-solving skills.

5. Has managed confidential information.

6. High proficiency with Microsoft Office, Adobe, Outlook, and collaborative platforms and adaption to new tools such as ChatGPT or other AI based mechanisms.

7. Service-oriented, collaborative mindset with a strong sense of team awareness.

PREFERRED QUALIFICATIONS:

1. BA in Business administration or communications-related field.

2. Experience in learning and applying new technologies into workflows and project processes.

3. Familiarity with Promega admin resources including AdminLink, CompanyConnect, Formstack, or internal forms.

4. Comfort with digital asset management and coordination across cross-functional teams.

PHYSICAL DEMANDS:

1. Ability to remain stationary for extended periods while working at a computer.

2. Ability to move objects up to 20 pounds and transport items between buildings on campus.

At Promega, we are committed to building a diverse workforce that reflects the communities we serve and creating a culture where everyone belongs. As an Equal Opportunity Employer, we welcome and encourage applications from all backgrounds, ensuring that employment decisions are made fairly and equitably.