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Personal Assistant

  • Apr 2, 2019
  • Bicester, Bicester

Description

DRG Abacus is seeking an experienced Personal Assistant to provide PA and administrative support to the Senior Vice President and senior leadership team of the Global Market Access business. The role of PA is also responsible for providing office/facilities management support to our office in Bicester, anticipated that 20% of time will be spent on office/facilities management.

Roles and responsibilities to include;

  • Proactively manage and organize the calendars for the Senior Vice President and senior leadership team
  • Facilitation of team meetings, organization, set up and execution. (schedule attendees, book conference rooms, prepare agenda, compile meeting materials, note taking)
  • Attend meetings and assist with the distribution of action points
  • Filter emails, highlight urgent correspondence and print attachments
  • Respond to emails whereby the request is dealing with appointments/meetings
  • Prepare correspondence on behalf of the SVP, including the drafting of general replies
  • Responsible for executing national and international travel arrangements for leadership team
  • Manage and submit timely expense reports for the senior leadership team
  • Manage and coordinate internal and external communications for the Leadership team including; scheduling of conference calls, WebEx meetings, conference rooms
  • You may be required to perform other ad-hoc tasks or project work from time to time

Office/facilities management:

  • Serve as first point of contact for visitors, inclusive of clients, new hires, industry business partners
  • Ensure smooth daily operations of business, including management of office supplies, IT/communications requests, arranging couriers, catering and booking facilities, facilities management and ad hoc needs as they arise throughout the day

Requirements

  • Previous experience of working as Personal Assistant to senior management team
  • Advanced working knowledge of MS Outlook, Word, Excel & PowerPoint; experience with expense reporting systems/software
  • Able to work to deadlines/under pressure and have the ability to assimilate large quantities of written and verbal communication quickly
  • Must be flexible in handling multiple tasks of a different nature and have the ability to prioritize efficiently, while being a problem solver who is quick to figure solutions and make things happen
  • Strong interpersonal skills; tact and diplomacy
  • Demonstrable experience of using initiative to drive organization processes.
  • Must be able to interact and communicate effectively with individuals at all levels of the organization
  • Willingness to work outside normal business hours (if needed) in order to meet deadlines or to communicate with business colleagues in other time zones
  • Confident, self-starter who can work well with minimum supervision and strong attention to detail in composing and proof reading materials, establishing priorities, scheduling and meeting deadlines
  • Must be able to work in a fast-paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands
  • Encourage a positive work environment for the office and present a “can-do” attitude, willing to jump in and help where needed
  • High degree of discretion & confidentiality required, dealing with sensitive information

Benefits

The role is to be fulfilled over a five day working week Monday to Friday, working hours to be agreed but anticipate 30 hours per week.

Grade 4 / Professional 3

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