Executive Admin Assistant

**Job Overview**
Perform diverse administrative duties for head of Line of Business (typically VP level) with broad business responsibilities on a global basis or major region, necessitating high level contact and exposure to highly confidential information requiring considerable use of tact, diplomacy, discretion, and judgment.

**Essential Functions**
- Schedules meetings and conference calls, domestic and international, with sensitivity and awareness of the urgency of such scheduling for their executives. Proactively follows up with all meeting attendees or other admin colleagues to ensure they have responded to invites, keeps the executive informed of attendance status whilst excluding executive involvement in admin discussions for availability.
- Schedules domestic and international travel and coordinate logistics for on and off-site meetings and events, ensuring all IQVIA and local country policy rules are adhered to. Ensures all travel details are accurately reflected in executive’s calendar and printed itinerary, including ground transport and travel times. Ensures all travel visas & Covid requirements are in met and in order.
- You will be responsible for helping to create and collate Powerpoint slides from text and transcribe documents into Word so you will need advanced Powerpoint knowledge.
- Responsible for preparation and timely submission of expense reports as requested by management, following up to ensure approval by company deadline.
- May take and distribute internal meeting minutes.
- May assist in the new joiner onboarding process including orientation and setting up introductory 1:1s.
- Produce and maintain organizational charts for department.
- Provide admin assistance with events as requested by management, ie Town Halls, Client events, Webinars
- Serve as an information source for executive, answering questions, making referrals as required, and conducting required research
- Participate in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies (including attendance at off-site meetings as required).
- Serve as liaison between others and the Line of Business executive, ensuring appropriate management awareness and involvement in decision making process.
- Responsible for P-Card activities including but not limited to the ordering of supplies and submitting Visa statements in a timely manner.
- Support Admin Manager in development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
- Liaise with onsite Facilities to ensure an efficient and fully functioning work environment
- Perform other duties as required
- Will provide admin cover for other Senior EA’s /EA’s for holiday/emergency occasions

**Essential skills required**
- Previous experience in a similar role
- Experience from a global company is a plus
- Exceptionally strong diary management, organizational and time management skills
- Solid PC skills, including an advanced/expert competency level in Microsoft Outlook, spreadsheet and database management software
- Excellent follow-through and ability to execute reminders without being intrusive
- Consistently displays outstanding judgment, professionalism, diplomacy and discretion
- Commitment to high standards of excellence regardless of the deadline pressures
- Flexibility to adjust to constantly changing demands and priorities
- Equally comfortable being a strong team player or working independently
- Communicates effectively and respectfully with company executives, employees, vendors and customers at all levels
- Provides exceptional administrative support, working effectively with employees, customers and business associates at all levels
- Accountable for own actions