Individual will be a Personal Assistant for a Head of GPS and remaining part of the GPS Core LT in certain scope.  In addition to duties may also be required to create business presentations, be involved in work of a highly confidential and sensitive nature.  They may act independently to carry out discrete research and organise high profile conferences and in some instances supervise projects. This person will have to cooperate with other Personal Assistants or Project Coordination’s in the network.

Individual will support whole GPS in maintaining proper documentation on SharePoint. Nucleus and other channels as well as take responsibilities of supporting coordination of GPS L&D, induction & communication projects.

Responsibilities:

• Prepares documents and presentation materials; screens and responds to incoming correspondence, inquiries, and phone calls; drafts letters and official information releases; arranges and attends meetings; takes and distributes minutes. May complete in own language and English.

• Manages the executive’s appointments and schedules and makes travel arrangements to make best use of their time

• Gathers, compiles, verifies, and analyses information for the executive to use in documents such as memos, letters, reports, speeches, presentations, and news releases

• Coordinates internal and external meetings / conferences so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available

• Coordinate negotiation with suppliers for activities in scope and manage purchasing process for GPS

• Facilitates smooth communications between the executive and other executives, managers, and employees; and between the executive and external parties such as media, customers, and the public

• Accesses the executive's email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources

• Provides specialist project based administrative support when required

• Handles confidential information and maintains the security of the executive’s records and files

• Maintains the executive's office and accounting records; monitors, reviews, and approves standard expenditures to ensure that the activities of the office are conducted within established budgets

• Performs other administrative tasks using independent judgement and discretion

• Plans, organises, and schedules own workload so that all activities are completed accurately and on time

• Ensure GPS documentations share via different communication channels are up to date (e.g. Org Charts) and designed properly.

• Take active role in GPS communication workstream

• Co-organize & maintain induction and L&D program for GPS employees including calendars

• Assists with the preparation of a variety of reports

Requirements:

• Prior PA or Project Coordinator experience

• Ability to follow processes

• Excellent English communication skills to manage stakeholders’ high level in the organisation with Global teams.

• Significant administrative, secretarial or related experience

• General knowledge and understanding of company policies and procedures

• Ability to manage multiple projects/tasks/assignments simultaneously and effectively

• Demonstrated skills and ability in PC applications

• Well-developed organisational and interpersonal skills

• Expirience in creation and presentation of one-pagers and dashboards

Desirable:

• Experience of working in a global organisation with complex/geographical context

• Has general cultural awareness

• Has at least general knowledge about procurement activities

Date Posted

Closing Date

AstraZeneca embraces diversity and equality of opportunity.  We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills.  We believe that the more inclusive we are, the better our work will be.  We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics.  We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.