Job description Posted 11 March 2024

Executive Assistant

12 Months

Brentford / London (Hybrid Working)

£34p/h PAYE

This is an exciting opportunity for an experienced Executive Assistant to join the Global Supply Chain Strategy Operations Team.

In this role you will support the Head of Strategy Operations, their direct team, and other GSC Strategy Leaders. This role will also work in close alignment and across Global Supply Chain Executive Assistants (EAs).

The successful candidate must be a critical thinker with strong organizational, interpersonal, and communication skills. A high degree of professionalism and discretion is required for this role with a varying set of responsibilities. The successful candidate will have a proven record of agility and strong teamwork focused on the team’s success.

This role will provide YOU the opportunity to lead key activities to progress YOUR career. These responsibilities include some of the following:

• Management of complex calendars and detailed international travel arrangements.

• Ability to support the teams in prioritizing work to maintain pace and anticipate needs.

• Act as a site presence for the team to assist and support site-based departmental engagement activities as needed including support for hosting site visitors, supporting new hire onboarding, and supporting site-based meeting needs for key internal/external or departmental meetings.

• Serve as a close liaison with other EAs, GSK leaders, and all strategy team members.

• Manage confidential / sensitive information in an appropriate manner with a high level of discretion. Support access provisioning to Team sites and Sharepoint

• Responsible for meetings and conference calls, ensuring appropriate meeting rooms and technical arrangements are in place with necessary information distributed to appropriate events.

• Oversee expense management for relevant team and managers, ensuring all policies are followed and items are processed within guidelines in a timely manner.

• Awareness and sensitivity of the team’s T&E budget and management of expenses accordingly.

• Assist hiring managers with any recruitment needs, working closely with HR and in alignment with associate HR policies and processes (workday, onboarding training, retrieving laptops/mobiles for leavers).

• Work in strong partnership with other admins to ensure all logistics for Townhalls are met and executed.

• Organise offsite events and workshops, Strategy Leadership Team meetings (~15 people) and Extended Leadership team meetings (~50 people)

• Veeva Document Administrator – Upload documents into storage system and trigger approval workflows. Manage access provisioning and coordinate training plans via MyLearning for new users to Strategy area.

• Manage PO creation, ensure approval and closure for external spend (circa £2m), invoice payment follow-up and track PO spend to agreed budgets.

• Manage various ad hoc requests to support team projects and activities as required e.g. Supporting GSKH team office move in June 2024

Why You?

Basic Qualifications:

We are looking for an energetic and enthusiastic professional with these required skills to add value to our team:

• Associate degree

• 5+ years of MS Office Suite (MS Outlook, PowerPoint, Word, Excel, SharePoint, Teams)

Preferred Qualifications:

If you have the following characteristics, it would be a plus:

• Bachelor’s degree

• Proven ability to act independently and manage a variable workload. Imperative to work at pace with fast changing priorities and goals.

• Resilient individual who thrives working in a fast-paced environment and demonstrates attention to detail and decision-making skills to respond to high pressure situations.

• Proven ability to manage time effectively without supervision, ability to think independently and to organize, prioritize and deliver tasks without manager guidance.

• Demonstrated experience working in a matrix and team-based approach with other EAs and Admin professionals.

• Discretion and confidence to interact with people at all levels, internally and externally with situational sensitivity.

• Strong collaboration and relationship building skills. Team player with the ability to gain the confidence of and cooperation of peers.

• In depth knowledge of GSK practices and processes is an advantage but not necessary.

• Strong written communication skills