Job description Posted 09 November 2021

Administrative Assistant

12 month Contract

Brentford / Remote working

To provide an efficient and comprehensive secretarial and administrative support to senior managers.


Key Responsibilities:

·      Provide comprehensive administrative support to Senior Vice President or multiple Vice Presidents. Schedule, arrange and monitor diary appointments, ensuring effective time management.

·      Use understanding of concepts and methodology of work performed to proactively deal with issues for manager and in manager’s absence using initiative and knowledge to bring resolution. Identify process related issues and propose creative and interpretive recommendations within remit.

·      Co-ordinate extensive and complex international travel including preparation of itineraries and collation of documentation. Process necessary visa applications and ensure travel vaccination guidelines are met. Produce all types of documentation including preparation of materials in advance of regular key meetings.

·      Monitor manager’s inbox and deal with incoming and outgoing correspondence in a proactive and timely manner (follow up on replies, recommend action to be taken, draft responses, and filter to appropriate people).

·      Organise all logistics for meetings (visitors, catering etc), conferences and events whilst adhering to the meetings policies, liaising with internal/ external parties.

·      Be competent in various GSK systems to complete expenses on time, manage invoices and raise purchase orders in CERPS, update iTAG (holiday and absence management) and use Workday for HR activities.

·      Assist new starters, manage movers and leavers for <supported area / team>. Possibly take online management responsibility.

·      Work closely with <geographic scope> PAs.

·      Manage a high-volume workload proactively to a consistently high standard, by setting priorities, objectives and target dates.

·      Undertake ad hoc reports/projects as required, simultaneously with routine work, and may provide project leadership for department initiatives.

Minimum Job Requirement:

·      Previous experience of supporting senior managers

·      Experience of interacting with other senior managers(grade 4+)

·      Recognized qualifications in administration and software package usage (Word processing, PowerPoint, Spreadsheets and Databases).

Ideal experience:

•                    Competent in GSK systems (CERPS, Workday, HRG booking tool, iTAG etc).

•                    Able to analyse facts and data

•                    Strong organizational and administration skills.

•                    Ability to prioritise workload, working with tight deadlines whilst maintaining an excellent eye for detail

•                    Excellent communication skills as role will require working between different departments globally across GSK and external parties.

•                    Comfortable in interfacing with all levels of the organization, with a good understanding of interdepartmental relationships.

•                    Ability to cope with ever increasing changes whilst maintaining a calm and professional manner.

•                    Ability to multi-task without compromising quality of work.

•                    Excellent team player with good listening skills and ability to work un-supervised

•                    Good GSK knowledge

•                    High level of discretion and sensitivity when dealing with confidential matters.