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Lead Executive Support Specialist
2 months ago
Embracing our core values unlocks limitless potential.
Parexel is dedicated to being the leading partner for the biopharmaceutical and medical device sectors in the creation and launch of innovative medical treatments globally. Our goal is to leverage our expertise, experience, and creativity to enhance the global success of the biopharmaceutical and medical device fields in combating and preventing illness.
This position offers the flexibility of remote work or can be based in our offices.
The Lead Executive Support Specialist will deliver comprehensive administrative assistance to the Vice President of Parexel's Medical Communications (Medcom) division, while also supporting the broader Medcom team.
The ideal candidate for the Lead Executive Support Specialist role should be diligent, capable of working independently, proficient with various software applications, and demonstrate a high level of adaptability and initiative. They must also be skilled in managing multiple tasks and projects and be able to handle sensitive information with discretion.
Key Responsibilities:
Exhibit advanced proficiency in fulfilling the responsibilities of an Administrative Assistant. Oversee and implement standard office procedures, including the documentation of such processes, filing systems, and management of supplies and equipment. Provide administrative support to the Vice President and other assigned managers, including managing Outlook calendars, processing expense reports, and handling financial documentation. Serve as the primary contact during the Vice President's absence. Organize travel and conference logistics, including registration, accommodations, flights, and transportation arrangements. Maintain up-to-date department CVs in accordance with Parexel policies and assist in onboarding new Medical Writing Services personnel regarding office protocols and software setup. Facilitate the training of new administrative staff. Support Medical Writers with project-related tasks as needed, including document management and client communications. Coordinate internal and client meetings, ensuring logistical arrangements are in place, including room bookings and technology setup. Manage the signature process for contracts. Collect and track departmental metrics and other performance indicators as required. Act as a PMED coordinator for Medcom, ensuring proper setup of projects. Serve as the Medcom Training Coordinator for the Parexel Learning Management System (LMS). Maintain departmental documentation, ensuring consistency across organizational charts, personnel lists, and intranet pages. Support the maintenance of databases and assist with archiving project documentation as necessary. Aid in the preparation and formatting of documents, spreadsheets, and presentations as assigned.Required Skills:
Adaptable and open to new challenges and learning opportunities. Detail-oriented with a strong focus on accuracy. Exceptional organizational capabilities. Strong interpersonal communication skills. Proficient verbal and written communication skills. Effective time management skills, with the ability to prioritize diverse tasks. Collaborative team player. Client-centric approach to work. Professional handling of confidential matters. Proficient in English, both written and spoken.Required Experience:
Proficient in word processing software; familiarity with publishing software is a plus. Basic understanding of office practices and business administration. Extensive experience with computer applications, including email, word processing, spreadsheets, presentations, and database management.Educational Background:
Minimum education at GCSE level or equivalent. Experience in business administration is preferred.