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.
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.
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