Team Assistant - Marlow, United Kingdom - Kyowa Kirin International

Kyowa Kirin International

Verified Company

Marlow, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Overview:
At Kyowa Kirin International (KKI), our purpose is to make people smile.

This means more than drug discovery and development; it is about embedding care into everything we do to make a difference every day for those that need it most.

We're an inclusive pharmaceutical company that takes time to understand what really matters to our patients, their families, and their healthcare professionals, helping our people to take bold actions that deliver life-changing solutions sooner.

Our culture is rooted in our values:
Teamwork, Commitment to Life, Innovation, and Integrity. They help us to push boundaries to deliver extraordinary impact and make KKI a brilliant place to work.

Job Purpose

Reporting to the Regional Poteligeo Franchise Head, this role provides all administrative and general support to both the Franchise Head as well as the wider department.

The Team Assistant also has specific accountability for proactively managing the specific needs of their Franchise Head in the areas of diary management, expenses, travel, and meetings.

This role is hybrid with 2 days in our Marlow, Bucks

or

Galashiels, Scotland office.

Responsibilities:

Formal daytoday diary management for Franchise Head along with coordination of diaries within the team, working with wider Business Support function to align with other teams or members of the EC.
Monthly expense reconciliations and management Franchise Head and or / team members.
Management of travel/travel planning for Franchise Head, as well as support for travel bookings for the wider team, all within the guidelines of the Company Travel Policy.
Working with the Company's travel agents within the guidelines of the Company's Travel Policy on domestic and international travel bookings.
Coordination of taxis/transfers with Reception in Marlow and Gala and teams across EMEA and GCC to coordinate internal or external team/department meetings both locally and regionally, including preparation of agendas and supporting papers where required. Will also include meeting room setup, refreshments, and technology setup for virtual meetings.
Working closely with other EAs and Chief of Staff to manage executive level meetings planning/calendar.
Minute taking and capturing of actions at senior level meetings.
Managing team whereabouts on the intranet.
Support for priority projects within the team.
Working with Finance to raise Purchase Orders using the PO System and setting up of new suppliers as required.
Supporting induction/introduction timetables for new starters in the team, working alongside HR.
Attending and contributing to monthly Business Support meetings.
Participating in 'Buddy' system to provide emergency cover for other support staff while on annual leave ensuring handover as relevant.

Qualifications:

Demonstrated experience of providing extensive support to senior level leaders and their wider teams is critical in this role. Experience of supporting an Executive or Board member would be an advantage.
Extensive diary management.
Meeting/event management and ability to take minutes as required.
A trusted advisor able to handle confidential information sensitively and deal with challenging situations in a confident and diplomatic manner.
Applied knowledge and expertise in the management and coordination of international travel is essential.
Experience of making effective and timely decisions in relation to practical requirements of those supported within the remit of the role.
Applied working knowledge of MS Office tools including MS Outlook, Teams, ppt, excel, word etc.