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Executive Assistant

Employer
Undisclosed Company
Location
London, City of London
Salary
£40000 - £46000 per annum
Closing date
19 Aug 2022

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We have a fantastic opportunity to join the world's most broadly-based healthcare company supporting their business as an Executive assistant. This is a full-time temporary role working Monday to Friday based on their prestigious site in Central London, paying £40-£46,000k annually depending on experience

We are recruiting for an Executive Assistant, located in our central London (UK) office. You will provide full administrative support to some of the Senior team members. You will coordinate calendars, make travel arrangements and schedule meetings, as well as manage all correspondence and make ad hoc delegation decisions on communications and implement them



Principal Responsibilities:


  • Manage Complex business calendars on an ad-hoc basis as requested
  • Coordinate all travel arrangements as needed & process expense reports on time.
  • Provide logistical support for departmental meetings, both large and small, on and off-site, in-person and virtual.
  • Support local office logistics; coordinate site visits, office space, check-in and escorting of guests, etc.
  • Interact with various levels of local teams on a day-to-day basis, handling confidential documents and materials.
  • Coordinates contracts, agreements and purchase orders
  • Serves as GCO Beacon Time Administrator and 1-Supply Coordinator
  • Support local office logistics: coordinate site visits, office space, check-in and escorting of guests, etc...
  • Support the on- and offboarding process for new hires and or contractors, including transfers from other departments or FLEX providers
  • Provide system support, including data entry, reconciliation, and clean-up/correction, report generation, and technical support, etc.
  • Manage SharePoint, document warehouses, and archiving technologies including document upload, development of sub-sites, provide links, general organization and structure
  • Support team projects, initiatives, working groups, and Subject Matter Expert teams
  • Organize confidential files, manage relevant data, and maintain accurate records.
  • Stays up to date on the developments within their own area of expertise and takes ownership of their own development and training plan
  • You will stay informed of all company policies, procedures, and guidelines relevant to the functioning of the group. You will provide back-up coverage for other Sr. Executive Assistants when necessary.
  • Consults with the supervisor in case of doubts or questions concerning their assignments and for the validation of budgets and sensitive communications

  • Experience / Skills / Qualifications

    • Higher education qualification or equivalent experience is required
    • Strong experience in a similar role in a similarly complex environment
    • Evidence of strong administrative skills (i.e. diary management, travel, correspondence, expenses etc.) essential
    • Strong communication skills (verbal and written) essential
    • Experience with juggling priorities and excellent organisation skills essential
    • Confident liaising, greeting and supporting all levels of management/senior leaders and external guests at the IC
    • Ability to build and maintain strong working relationships with Global Services team (HR, IT etc.)
    • Confident/advanced experience of Microsoft Office software (MS Word, Outlook, Org Plus, Excel, PowerPoint, etc.) required
    • Familiarity / interest in pharmaceutical / healthcare / biotechnology environment is helpful (not essential)
    • Experience with Concur Expenses Reporting, Ariba PO Processing, SharePoint Site Administration, and Our Source Administration, or similar systems, is desirable
    • Dedicated, ambitious, hardworking mindset with high-energy and the ability to build dedicated positive relationships.




    Problem solving and autonomy

    • Accomplishing tasks with the necessary attention to detail and offering effective support within the agreed deadlines and according to agreed / set guidelines
    • Being able to autonomously and proactively contribute to the optimization of processes or procedures within the department(s)
    • Being able to develop a strong expertise in the administrative systems, processes and activities in order to be broadly deployable in the different administrative activities, domains and processes
    • Acquiring a broader insight in the concerned business and in basic analysis
    • Taking the necessary initiatives that contribute to the well-functioning of the department(s)
    • Being able to assertively adopt a position regarding the correct prioritization of tasks
    • Being able to discreetly handle information, to correctly word written messages and to tactfully communicate with internal and external parties
    • Acts autonomously when taking decisions on prioritizing their own tasks within general guidelines
    • Applies the company guidelines and the applicable procedures and/or regulations

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