Personal Assistant

Personal Assistant at AstraZeneca

At AstraZeneca, we prioritize patients and strive to meet their global unmet needs. Our environment encourages entrepreneurial thinking, ambition, and collaboration to achieve the impossible. If you are decisive, confident, collaborative, and curious about scientific advancements, you belong with us.

Description

The Personal Assistant role provides high-level administrative support and performs various administrative duties across the AstraZeneca Procurement Department. This is an exciting opportunity to take on a challenging, proactive, and varied role. You will support the Global Head of Procurement Strategy and Operational Excellence and her Leadership Team members, including the Executive Director, Global S2C Excellence Procurement, focusing on delivering professional administration support to Procurement leaders.

Accountabilities/Responsibilities

• Calendar/Inbox management: Proactively manage Director's diaries to optimize schedules, and efficiently answer or redirect internal and external enquiries.
• Travel And Expenses/ Purchasing And Invoicing: Manage complex international travel and visa arrangements, monitor spend, drive efficiencies, and ensure compliance in processing expenses. Prepare and create purchase orders using systems like Coupa and ePay, gathering necessary documentation for approvals. Create new suppliers in Coupa by liaising with business owners/suppliers to collect all relevant onboarding information.
• Meeting And Events: Coordinate and schedule internal and external (including international) meetings, make travel arrangements, and attend meetings when required to manage agendas, record actions, and monitor progress.
• Communication: Prepare and edit correspondence, communications, presentations, and other documents for the Executive and the Leadership Team.
• Other: File and retrieve documents and reference materials; conduct research, collect and analyze data for reports and documents. Proactively manage all administrative support, holding confidences and trusted with information. Independently resolve administrative issues. Deliver a broad range of professional administrative services and advise customers/peers on best practices. Administer and expertly use essential IS/IT administrative systems to increase efficiency. Ensure strong business understanding and passion for customers. Lead or participate in administrative continuous improvement activities. Contribute to knowledge sharing within the Administration Support Team. Lead or participate in training initiatives for administrators. Routinely maintain team distribution lists and organization charts. Act as part of a wider Administrative Support team, sharing best practices, providing support, and resolving problems. Respond to complex or escalated enquiries from other PA/secretarial staff, offering guidance and resolution.

Minimum Requirements – Education And Experience

• 2 or more years of experience as a Personal Assistant.
• University degree in a related discipline.
• Relevant professional qualification in administrative skills.
• Strong business communication skills.
• Excellent knowledge of spoken and written English.
• Demonstrated advanced proficiency across a broad range of administrative processes and procedures is an advantage.

Skills And Capabilities

• Ability to exercise considerable discretion, judgment, tact, and diplomacy.
• Demonstrated ability to take initiative and respond to rapidly changing priorities.
• Ability to work independently with only general guidance.
• Demonstrates a can-do approach and willingness to learn new skills.
• Excellent time management and organizational skills.
• Excellent interpersonal and communication skills, effectively working with all levels of the organization and externally.
• Demonstrated ability to work successfully in a team environment.
• Some project management skills for effectively managing events/small projects on behalf of the customer.

Key skills/competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Expense Management
• Meeting Planning
• Communication Skills
• Document Management
• Supplier Onboarding
• Process Improvement
• Discretion