Executive Assistant
Department: Medical Affairs
Location: Addlestone Surrey – 1-2 days in the office per week
Duration: Till June (Possible extension till September) Maternity Cover
Pay rate: £202.35 per day PAYE
Organisational Fit:
Reports to: Head HEOR
Peers: MA Admin/Exec Assistants (mainly Europe and US based), other functions’ Admin assistants, HEOR coordinator
Key Objectives:
The primary focus of this position is to effectively provide administrative support to the senior leaders (VP, Exec. Director, Sr Director) in designated Department. The Executive Assistant functions as the general ambassador and communication interface among designated Departments and external contacts. This position supports HEOR senior leaders and their teams as well as Medical Communications Senior Leader and their team. Responsibilities include calendar management; activities related to coordinating Leadership Team meetings; document and presentation production/editing; travel logistics; preparation for external meetings and luncheons; contracting & purchasing for departmental contracts, and expense reporting support (MyContract, MyBuy, Concur); onboarding new hires; and general filing. Collects, coordinates and maintains confidential and sensitive information regarding personnel and products.
Deliverables:
• Provides personal assistance and administrative support, incl. calendar management and departmental correspondence for assigned senior leaders. Has the ability to troubleshoot problems, make necessary adjustments and/or the ability to use many of the advanced features.
• Provide secretariat support to the supported functions’ Leadership teams; meeting logistics, prepare meeting agendas and minutes and provide meeting facilitation
• Independently prepares invoices, purchase orders, and expense reports, tracks expenses and reconciles differences, makes complex travel arrangements usually involving more than one party and/or destination (including international travel), files sensitive documents, and orders office supplies assuring proper levels are maintained.
• Developing and maintaining the communication platforms and tools for global cross functional sharing and collaboration including managing the functions’ SharePoint site
• Supports coordination and management of global internal events in partnership with other internal stakeholders
• Actively participates and takes a lead role on assigned projects according to the established timeframes.
• Frequently interacts with internal personnel on significant matters often requiring coordination between functional units. Frequently interacts with external stakeholders and vendors.
• Routinely schedules complex meetings involving internal and external personnel and off-site meetings (including out-of-office locations), ensuring that all logistical and equipment needs are met. Negotiates with site to ensure all needs are met and serves as an on-site liaison with facility manager.
• Routinely prepares and creates complex presentations for multiple managers, ensuring the presentations meet the needs of the subject matter. Takes advantage of the latest technology, using both inside and outside resources.
• Other such duties as may be reasonably required by the business
Interpersonal Relationships:
Internal
• Employees at all levels within the UK and the Netherlands and in the US
• Other International personnel/MA Leadership Team members
• Support team of people
• Work with remote teams
• Colleague executive assistants
External
• External vendors, suppliers and consultants
Professional Profile
• Ability to work autonomously and make evidence-based decisions: judgement to know when to seek guidance or escalate
• Methodical with ability to prioritise and meet deadlines. Tenacious to follow up, resolve outstanding matters, and explore options.
• Excellent attention to detail and financial awareness (raise/process/track Purchase Orders etc.)
• IT literate (Intermediate stage) to type/ create and edit reports, trackers etc. Excel, Word, PowerPoint, Outlook and eLearning and online systems (e.g. LMS, databases etc). Intranet and web and Departmental specific software. Advanced proficiency in a variety of software like Outlook with the ability to assist others.
• Good written and verbal communications including ability to prepare updates, summaries, emails to employees and managements.
• Identifies improvements and generates new ideas, methods or solutions. Positively embraces change.
• Continuous improvement approach; takes personal ownership to improve ways of working and leverage/share best practice.
• Excellent organizational skills, ability to multi-task, effective project management skills and commitment to meeting deadlines and work well under pressure.
• Demonstrated ability to be discreet, flexible, work independently, prioritize and manage assignments to ensure critical issues are addressed or brought to the attention of the appropriate expert within the Departments.
• Self motivated, strong decision making skills, detail oriented, takes the initiative and has the ability to work independently without close supervision and with all levels of management.
• Must be circumspect in handling highly confidential and sensitive information. Understands and applies the company values, maintains and demonstrates high ethical standards in conducting business.
• Frequent use and full knowledge of Functional Unit structure and policies, Company policies.
• Key characteristics include: customer service focused, possesses a positive outlook, flexible, approachable, patient, courteous, tactful and diplomatic.
• Experience in providing personal assistance to senior leaders
• Experience in supporting managers in different geographical locations; comfortable with remote working