Personal Assistant

**The Personal Assistant & Administrative Coordinator**

At AstraZeneca, we work together across global boundaries to make an impact and find answers to challenges. We do this with the upmost integrity even in the most difficult situations because we are committed to doing the right thing.

**The role**

The Personal Assistant & Administrative Coordinator performs administrative duties for members of the function. This role will provide direct support to the Executive Director, Translational Medicine, as well as senior leadership team support. The role can involve executive level contact globally, in a dynamic and complex business environment with sensitive and confidential information. The Personal Assistant & Administrative Coordinator is pro-active and collaborative, contributing by working with the other administrators in their function and more broadly within Oncology R&D to ensure the team they support can deliver on their priorities.

**What you'll do**

Personal Assistant & Administrative Coordinator is pro-active and creative, making valuable contributions by ensuring their customers can focus on delivery of drugs to the Business whilst they administer their complex business lives.

**Key responsibilities**
- Independently and pro-actively resolve issues and challenges relating to administrative requests
- Work collaboratively with Global Colleagues to deliver a lean, consistent and professional global administration service to Early Oncology
- Provides specialist project based administrative support when required
- Handles confidential information and maintains the security of senior leader records and files
- Manages calendars, resolving meeting conflicts in a timely manner and booking rooms when necessary
- Makes travel arrangements including air, hotel and transfers and adjusts arrangements as schedules changes require. Able to perform unique process such as obtaining visas or passport duplicates when necessary.
- Coordinates internal and external meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
- Able to set up meetings & teleconference calls using various types of technology, including: telepresence, video conferencing, teleconference, VMR, Skype, MS Teams, Zoom, etcboth domestic & internationally
- Manage and support data sharing platforms like MS Teams, BOX and Share Point
- Facilitates smooth communications between senior leaders and other executives, managers, vice presidents, direct reports and employees; and external parties such as collaboration partners, media, customers, and the public
- Completes accurate monthly expenses reports for timely submission using internal expenses system, including approving direct reports’ expenses following due diligence and in line with corporate guidelines and deadlines
- Prepares and creates purchase orders as needed for all payables to vendors, including approvals on behalf of executive
- Follows best practices, develops new standard methodologies, and creatively completes administrative tasks
- Is an expert in using technology to efficiently complete administrative tasks and proposes technology based solutions
- Possesses excellent overall knowledge of customers’ needs and the business and applies this knowledge to provide proactive customer support
- Provide guidance/coaching and mentoring to colleagues where required
- Participate in and contribute to training and development initiatives for administrators or other relevant training
- Maintains accounting records; monitors, reviews, and approves standard expenditures to ensure that the activities of the office are conducted within established budgets
- Performs other administrative tasks using independent judgment and discretion
- Plans and schedules own workload so that all activities are completed accurately and on time
- Plan full logistics of team off-sites and town halls within budget including direct vendor contact and negotiations, including setting up of contracts
- Acts as part of a wider support Administrative team working together to share best practices, support and resolving problems

**Essential Requirements**
- High school diploma or degree required.
- Relevant administrative experience / PA experience
- Experience working in a fast-paced global environment
- Independent follow-up on action items from meetings.
- Ability to format documents for consistent, professional appearance
- Experience with a variety of virtual meeting technologies, information management software, and Microsoft products

**Desirable Requirements**
- Experience of working in a pharma or healthcare environment
- Experience from working with project management
- Experience using excel and other software to manipulate data and run reports
- Experience managing Share Point sites including creating and managing permission groups, creating new sites, and adding design elements
- Experience