Executive and Administration Assistant

Job description:
 

Working for a pharmaceutical company based in Surrey as an Executive and Administration Assistant paying £20.41 per hour PAYE plus 22 days holiday. This is a full time role, 37 hours per week and must be able to start asap for an 11 month contract.

Key Responsibilities

·         Provide administrative support to the senior leaders (VP, Exec. Director, Sr Director) in designated Department. Calendar management; activities related to coordinating Matrix Leadership Team meetings;  document and presentation production/editing; travel logistics; preparation for external meetings and luncheons; contracting & purchasing 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.

·         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 SharePoint site

·         Ensures the effective onboarding of new colleagues including coordinating IT needs, arranging introduction meetings with key stakeholders and systems training

·         Coordinates oral and written communications on behalf of the departmental teams as requested by supervisor. Independently creates some communications and provides suggestions for writing improvements.

Key Skills required

·         Excellent organizational skills, ability to multi-task, effective project management skills and commitment to meeting deadlines and work well

·         Ability to work autonomously and have 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.

·         Methodical with ability to prioritise and meet deadlines.  Tenacious to follow up, resolve outstanding matters, and explore options.

·         Good written and verbal communications including ability to prepare updates, summaries, emails to employees and managements.

·         Experience in providing personal assistance to senior leaders

·         Experience in supporting managers in different geographical locations; comfortable with remote working

·         Knowledge and/or experience working with groups with varied cultural backgrounds.

We offer:

Working for a pharmaceutical company based in Surrey as an Executive and Administration Assistant paying £20.41 per hour PAYE plus 22 days holiday. This is a full time role, 37 hours per week and must be able to start asap for an 11 month contract.