Job Description

You will carry out all functions with experience, to the highest standards of quality and efficiency and with a high level of professionalism and confidentiality.

Key Accountabilities:

• Work with the Executive to maximize his/her efficiency by collecting and organizing incoming correspondence/materials, producing drafts and finals of outgoing correspondence/materials.
• Responsibility to ensure Executive's time is effectively utilized and to manage and understand their needs, liaising with colleagues on a global basis to manage projects, reporting and information flow, internally and externally.
• Proactive in assessing the executive's workload in order to identify opportunities to provide additional support to him/her.
• Be responsible for heavy calendar management requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings across multiple time zones.
• Managing all aspects of complex calendars.
• Interaction with staff at all levels in a fast-paced environment.
• Screening calls and emails in the absence of the Executive, using own initiate and responding as appropriate or escalating where necessary.
• Drafting correspondence to colleagues and clients i.e. announcements, emails and letters, etc.
• Arranging travel to worldwide destinations, drafting corresponding itineraries and collating all necessary paperwork.
• Gathering and collating information to ensure managers are prepared for all meetings and teleconferences and prompting where action items have been allocated.
• Maintain relevant/departmental databases as appropriate.
• Manage monthly metrics reporting process which includes running reports, ensuring timely delivery of reports to be provided by other departments, consolidating data as agreed and regularly reviewing reports in terms of improvements/enhancements.
• Ensuring expenses are claimed and reconciled.
• Arranging meetings i.e. sourcing the venue, communicating the logistical details to the delegates, distributing the agenda and where necessary attending to ensure the meetings are accurately recorded.
• Filing of data to ensure the Company's clear desk policy is adhered to and all confidential documents are securely and appropriately stored.
• To provide support to visiting senior executives from other Parexel offices by organizing accommodation, transport, lunches, etc.
• To ensure confidentiality of information and use of discretion at all times.
• Other administrative tasks and ad hoc projects as and when required.
• Administrative support to all members of specific delivery units and/or regions.

Required Knowledge, Skills, and Abilities

• Excellent oral and written communication skills — being able to communicate on all levels
• Highly organized with the ability to prioritize workload and manage multiple, conflicting deadlines with attention to detail and within agreed timelines
• Strong attention to detail
• Proactive individual, able to work on own initiative
• Client focused approach to work
• Ability to work in a fast-paced environment
• Ability to liaise with senior management within Parexel and external organizations
• Experience in dealing with strict adherence to confidentiality requirements
• Forward thinking team player with a flexible attitude with respect to work assignments and new learning
• Willingness to work in a matrix environment and to value the importance of teamwork.
• Ability to successfully work in a ("virtual") team environment
• Effective time management in order to meet daily metrics or team objectives
• Excellent working knowledge of relevant software such as MS-office (Excel, Word and PowerPoint)
• Extensive job experience supporting Senior Management level and above as an Executive Assistant or Business Executive Assistant / Administrator level
• Thorough understanding of department structure
• Exposure to global operations and/or professional services
• Experience in dealing with strict adherence to confidentiality requirements