Executive and Administration Assistant
Hudson Global Resources Limited
21h ago

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.
  • Profile description :

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