Job Description

In this role you will provide comprehensive administrative support to the Country President and 2 Directors. You will manage the Administrator to deliver efficient, accurate and responsive administrative support as required. As Personal Assistant you will liaise with PA’s and Administrators to determine the priorities and monitoring of administrative support, identifying “hotspots” and making recommendations to the SLT as appropriate.

Accountabilities

President, Comms Director & HR Director support - 90%

• Provides proactive administrative support to the President, HR Director & Communications Director :
• Comprehensive diary management, to ensure that efficiency and time management is maximized. Prioritizing and managing complex diary arrangements, giving President advance notification of their commitments and keeping them updated about changes
• Organizing meetings, room bookings, hospitality
• Accesses email account to schedule appointments and answer or redirect routine enquiries from internal or external sources.
• Proactively produces accurate & professionally laid out documentation, e.g. presentations and reports.
• Researches travel & accommodation options, agrees and organizes most effective option and produces detailed travel itineraries. Proactively re-organizes travel and accommodation in response to diary changes.
• Prepares and manages expenses submission of directors
• Maintains confidentiality of sensitive information at all times
• Understands priorities and escalates any issues arising
• Facilitates smooth communications between Executives, Managers and employees and between Executive and external parties such as media, customers and the public.
• Assists in co-ordination of Senior Leadership Team (SLT) meetings, maintains list of agenda items, prepares agendas. Liaises with sponsors and presenters to uphold the SMT ways of working document and ensures a positive and productive experience for attendees of SLT.
• Works proactively through the year to forward plan for key meetings where SLT are required and ensures ample preparation time and notice of key meetings are provided.
• Co-ordinates and/or supports AZUK-wide meetings eg. VIP or above country visits, Town Hall meetings working closely with Internal Communications and other functions across the business
• Co-ordinates small and large meetings which may include Government, Industry or External Customer Meetings, Interviews

Management of Administrator - 10%

• Responsible for the Line Management and co-ordination of activity of Administrator
• Ownership of the effectiveness and efficiency of Administrator
• Development of skills within team to provide best in class administrative support across the organization
• Identify training support required to address skill and knowledge gaps among team members
• Manages individual team members: recruitment, performance management process, performance improvement, and reward administration

Required Knowledge, Skills, and Abilities

Significant administrative, secretarial or related experience. Project Management. Proven track record of providing effective administrative support to Directors. Skills Leadership, proven track record of coaching. Advanced word processing skills, extensive knowledge of Microsoft office packages and able to design and create high quality PowerPoint presentations. Proven track record of delivering projects. Experience of organizing complex meetings and complex diary management. Experience of exercising judgment to make decisions when appropriate. Advanced verbal and written communication and interpersonal skills. Self-starter, able to priorities own workload, work unsupervised and use own initiative to solve problems. Able to perform effectively under pressure. Knowledge of AstraZeneca and a network of contacts. Business awareness and an appreciation of priorities. Experience of working at Director level.