Executive Administrator - Brentford, United Kingdom - GSK

GSK

Verified Company

Brentford, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Site Name:
UK - London - Brentford

Posted Date:
Nov

Executive Administrator - ViiV Healthcare:

Location:
UK, GSK House (Brentford - Tottenham Court Road).

Hybrid, two to three days office based:

Job Purpose

Role provides the personal administrative support for the SVP Head of Europe and two VPs including the following additional responsibilities which are key to the smooth execution of all administration, office management and systems within ViiV.

Leadership, ownership and continuous improvement of crossfunctional administrative support processes within ViiV
Ownership for administrative and systems, databases and IT processes

Key Responsibilities

Administrative Process Functional Leadership_
Responsibility for ensuring the smooth and efficient working within the LOC admin community with forward planning where possible.
Co Responsibility for ensuring any new administrative staff within ViiV are inducted fully regarding admin and office processes, systems and support.
Ad hoc project work to drive continuous improvement within administrative and support processes within ViiV. (E.g. admin databases, address books, centralized calendar, office clean ups, IT hardware recycling, GSK House operations, working with procurement etc)
PA & Administrative Support to Head of Europe and European Medical Director _
Support in creation of key documentation for meetings
The role holder will be expected to deal with sensitive commercial and people related information and is expected to be able to respond as appropriate
Preparation for meetings and events
Support to develop agenda, schedule and meeting requirements.
Logistics lead for 2 annual conferences
Setting up and managing logistics for regular medical team meetings, via Live Meeting and 2 annual F2F
Working closely with the European team in a virtual environment
Systems & Technology_
Management of all IT systems and processes, including the business databases
Seeking ways in which the leadership team can leverage IT effectively, and provide recommendations to the Leadership Team
Responsible for all databases and management of additions / deletions / accuracy

Accountability:

The role reports directly to the VP Head of Europe, ViiV Healthcare
The role holder expected to act proactively, using judgment to consult where appropriate with Line Management on appropriate solutions to issues as they arise.
The role holder will be expected to deal with sensitive commercial and people related information and is expected to be able to respond on behalf of the VP Head of Europe as appropriate

Complexity:

The role holder will be required to operate within a fastpaced environment, handling changes as they occur and flexing plans to accommodate ViiV Healthcare and Business priorities.
The incumbent will be required to build effective relationships in order to influence and persuade other members of ViiV at all levels to ensure adherence to agreed timelines and policies
In addition, they will be required to liaise with key stakeholders both within GSK and ViiV requiring a high degree of professionalism given the sensitive, commercial and reputation risks associated with errors in interactions with our customer base (including senior executives of our customers and regulators)
Key to successful execution of the job will be the ability to build strong relationships at all levels both within ViiV and with other stakeholders
The role holder will be expected to work without close supervision due to the complex and busy schedules of the roles supported with the ability to prioritize, project plan and implement independently of direction.

_ Why You?_

Basic Qualifications

Significant previous experience in a PA role, supporting 1 or more senior executives (VP or above)
Experience of dealing with confidential information
Experience working in a Regional/Global environment
Good understanding of internal administrative processes
Awareness of interfunctional relationships with other departments
Highly effective written and verbal communication, listening and interpersonal skills
Good numeracy skills required
Demonstrates team working ability
Excellent interpersonal skills, able to project a competent and confident and professional image of the ViiV Healthcare business to internal and external enquirers and stakeholders
Proven excellent planning and organising skills and ability to prioritise work
Able to manage diverse routine and ad hoc administrative projects simultaneously using creativity and independent judgement.
Proven ability to exercise judgement and act proactively and independently in absence of Manager
Excellent attention to detail
Proven ability to think ahead and take initiative
Able to make decisions outside of standard processes with the support of Line Manager
Resilient individual who thrives working in a fast paced and changing environment
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