Role: Personal Assistant/ Admin Coordinator
Location: Uxbridge (hybrid working)
Duration: 12 Months (possible extension or permanent offer)
Salary: £35,000
We work across our expanding global network to invent, develop and commercialize life-transforming medicines for people with serious diseases, we’re establishing new ways to think about science, manufacturing and commercialization. And new ways to think about health.
We are seeking a dynamic and enthusiastic Admin Coordinator to join our Immunology Team in the UK/NL Cluster and also providing support for the GM of International Region. This is an exciting opportunity for a people-oriented individual to support and coordinate, whilst also necessitating advanced knowledge developed on the job, problem solving. This role requires the incumbent to consistently exercise considerable judgement and initiative and ability to work across UK and NL teams. Demonstrates a general understanding of the business and works under general guidance.
Essential Functions required for the job:
- Anticipates the needs of leaders and teams in order to manage and problem solve all logistics, for the UK/NL cluster and GM for the international Region, to include diary management for the GM.
- Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses. Prior experience on Concur, MarkView and Oracle would be beneficial.
- Coordinates multiple administrative workflows within the department to streamline and track increasingly complex processes. Makes recommendations for solutions and improvements.
- Highly collaborative with strong written and verbal communication skills; ability to interact across all levels of employees and management while maintaining confidentiality. Ability to understand departmental and/or leader priorities and adjust work accordingly while maintaining a high level of accuracy and attention to detail.
- Proactively manages calendars using basic understanding of the priorities of those they support.
- Acts as the point person responsible for coordinating logistics of internal/external meetings, across teams and levels. May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meetings as well as managing meeting/event budgets within approval limit. Prior experience with cvent, iCertis and Zycus is beneficial. May be responsible for coordination of completed agendas and may be responsible for coordinating final slides and distribution. Makes catering recommendations for meetings and events scheduled over meal periods. Where applicable, assists employees and guests with travel and expense reports.
- Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed.
- Actively manages department contact lists/org charts.
- Manages and updates content on department SharePoint sites and/or RON pages. Experience with Microsoft Teams is a must.
- Acts as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement. Coordinates with space planning for new hires or other space needs.