Personal Assistant and Administrator

Personal Assistant and Administrator

**Location**: Cambridge or Luton, UK

At AstraZeneca, we’re not afraid to do things differently. We’re resetting expectations of what a bio-pharmaceutical company can be. This means we’re opening up new ways to work, ground-breaking and cutting-edge methods and bringing unexpected teams together.

The Oncology Research and Development therapy area at AstraZeneca is unparalleled We have built and strategically acquired one of the most promising pipelines in the industry. You will be among inspiring oncology industry leaders who will keep you engaged and empower you to be the best

**Position Summary**:
The Oncology Research and Development unit has a dynamic environment that fosters collaboration and innovation. We attract top minds, and we nurture and build top talent.

This position will support the Oncology Strategy Leadership team - a group of Executive Directors who are focused on driving strategy to build our future Oncology pipeline. The Administrative Coordinator is pro-active, creative and collaborative, adding value by working with the other administrators in ensuring the team they support can focus on bringing lifesaving medicines to patients.

The Administrative Coordinator coordinates internal and external meetings, so they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available.

We are looking for someone who can set up meetings & teleconference calls using various types of technology, as well as handle the schedule, appointments, travel arrangements and expenses. This role has a high job complexity within a fast-paced environment and one ought to have a high level of independence and forward thinking mindset to meet requirements outlined above with mínimal supervision.

**Responsibilities**:

- Comprehensive diary management, to ensure that efficiency and time management is maximised. Prioritising and managing complex diary arrangements, giving advance notification of commitments, keeping all updated about changes and ensuring follow-up of actions from meeting minutes in appropriate timescales - exercising discretion as to priority and decision-making responsibility
- Complex meeting scheduling with high level stakeholders across matrix
- End-to-end multi-location domestic and international travel arrangements
- Process expense reports and track travel and entertainment expenses with accuracy and efficiency
- Conference registration and management
- Independently and pro-actively resolve issues and challenges, ensuring delivery of day-to-day administrative activities for ORD Strategy
- Occasionally attend project team meetings and take minutes when required
- Plan full logistics of team off-site and virtual events and town hall meetings within budget - including direct vendor contact, negotiations and setting up of contracts
- Able to set up meetings & teleconference calls using various types of technology, including telepresence, video conferencing, Skype, Zoom and Microsoft Teams, etc., both domestically & internationally
- Manage vendor/supplier contracts per AZ policy and working with key AZ stakeholders
- Facilitate procurement of 3rd party Tools, technologies, licensing agreements by working with suppliers and AZ internal stakeholders
- Assist with purchase order requisitions - gathering necessary information and documents to ensure smooth approval processes
- Manage AstraZeneca systems, processes, and tools to support employee onboarding and offboarding
- Handle confidential information and maintains the security of the manager's records and files
- Effectively manage special projects and other duties as assigned
- Facilitates smooth communications between the manager and other executives, managers, vice presidents, direct reports and employees; and between the manager and external parties such as suppliers, customers, and the public
- Acts as part of a wider support Administrative team working together to share best practices, support and resolving problems
- As a member of the administrative support community, responsible for providing back-up support and other assistance to other administrative staff, including training, and for contributing actively to the on-going development and implementation of shared practices

**Qualifications and Skills**:

- Proven track record and solid administrative experience
- Broad administrative assistant experience and project management support experience
- Experience of working within a complex global organization

Join AstraZeneca and help us deliver life changing medicines. Be among our employees who continue to make us an innovation-driven company that stands firmly among the leaders in biopharmaceuticals.