Personal Assistant

Personal Assistant 

Location: Hertfordshire (Hybrid working 2-3 days per week)

Duration: 6 months

Pay rate: Flexible 

Main Purpose: 

To provide administration support to the Executive Director of Operational, EMEA and the Business Solutions Department. Under the direction of HOD undertake tasks and requirements that support key projects and initiatives that the department is expected to deliver on behalf of the organisation.

Main Duties/Responsibilities:

• Coordination and diary management of the HOD, EMEA

• Arrangement of Business Solutions departmental meetings

• Arrangement of meetings on behalf of HOD, EMEA

• Arranging meetings on behalf of the Business Solutions Department

• Booking and management of department team events: For example – Managing high performing team events

• Booking of flights for Business Solutions team members

• Managing hotel arrangements on behalf of Business Solutions team members

• Attending specific project or other meetings and being accountable for minute taking and notes circulation

• Creation of new vendors and tracking those vendors in terms of status

• Processing of expenses

• Raising of purchase requisitions and completion of administration

• Goods receipting of goods and services in agreement with HOD.

• Collation and maintenance of Business Solutions budget tracking

• Invoice processing in conjunction with goods receipt process

• Uploading documents into central repository

• Maintaining cover for other support staff: PA to Pharma Services Director and IT Team Assistant, EMEA

• Working with legal and external vendors to process statements of work

• Management of SOWS through Ariba and end to end process.

• Any other tasks as required.

• Maintaining confidentiality at all times

Experience Required:

• Working knowledge of pharmaceutical industry and managing and coordinating departmental systems

• Excellent administration experience

• Intermediate/advanced knowledge in Microsoft packages – including excel and word

• Diary management experience and confidence in using a variety of applications

Skills:

• Meeting strict deadlines

• Ability to work with numbers

• Second language desirable

• SAP P2P process