Executive Team Assistant

Job title:

Executive Team Assistant

Company

Manpower

Job description

We have a fantastic opportunity for an experienced Executive Assistant / Team Assistant to support a specialist senior team to help deliver the Integrated Data Analytics and Reporting (IDAR) function of one of the world’s most broadly-based healthcare companies.This role is focused on global advanced administrative support, being the point of contact for the cross-functional IDAR & QSCP team (>100 people). You will need to be proficient in complex scheduling via MS Outlook Calendar, advanced knowledge of the O365 suite and possess excellent collaboration and communications skills.Starting immediately this is an ongoing full-time temporary role working Monday to Friday, 37 hours a week over 5 days each week with 3 of these days being office-based. This role is paying £22.27 per hour PAYE.Although currently based in High Wycombe there are plans for the company to move to new offices in Maidenhead town centre in early-2026 so some flexibility on location is required. This role is a long-term, open-ended temporary assignment with no foreseeable end-date.The corporate title of this position is Senior Assistant Business Operations and a summary of the IDAR function comprises Data Management Central Monitoring, Clinical Data Standards and Transparency, Regulatory Medical Writing, Clinical & Statistical Programming, Integrated Clinical & Operational Analytics, Clinical & Portfolio Systems, and Business Operations.IDAR Business Operations (IBO) is accountable for establishing, maintaining, and continuously optimising business operational activities, to enable high-quality deliverables (time, cost, and quality). Key focus areas are: Financial & Resource Management, Business Management, Operational Excellence, Business Oversight of Vendors.Primary Responsibilities include:· Manage a highly complex business calendar with a keen sense of prioritisation and time managementto ensure maximum effectiveness of time use· Coordinate Departmental Senior Leadership meetings and related activities, and other leadership activities· Collect and consolidate management data/reports for the business, in order to track performanceagainst goals and corporate strategy.· Organise confidential files, manage relevant data, and maintain accurate records.· Coordinate all travel arrangements as needed and process expense reports on time.· Plan and coordinate global department meetings, celebrations, and outside meetings.· Interact with various levels of management on a day-to-day basis, handling very confidential documentsand materials.· Balance the necessity of managing the calendar tightly while establishing a friendly, accessible-to-allatmosphere with peers, within the organisation, and outside of it as well.· Exercise independent discretion and judgement to solve complex problems regarding project, departmentor division-related work.· Coordinates activities related to hiring and on-boarding of staff· Coordinates contracts, agreements and purchase orders· Leads or Supports Key Departmental or Organisational Business Support Projects such as aFacility Move, New On-boarding Process, Administrative Assistant Community of Practice, etc.Requirements for this role include:

• A minimum of 3 years of administrative experience.

• Experience providing administrative support to managers with global responsibility.

• Experience leading business support projects.

• General systems proficiency and systems learning agility.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Experience managing multiple complex calendars via Outlook.

• Experience scheduling meetings and coordinating off-site meetings.

• Experience coordinating domestic and international travel.

• Experience handling sensitive and confidential information and documents.

• Experience with online procurement or a related accounts payable system.

• Experience with Concur or a related travel and expense reporting system.

• Experience with O365, SharePoint, Teams Collaboration, Zoom, Finance systems

(e.g. Beacon, 1-Supply, etc.), Human Resource systems (e.g. OurSource, Workday, etc.).

• Flexibility to accommodate a changing work schedule and sensitivity to international time zones.

• Must have excellent verbal and written communication and interpersonal skills.

• Must have a strong sense of urgency, while maintaining a high degree of professionalism.

• Must have strong organisational skills along with excellent judgement and reasoning abilities.

• Must be a strong team player with the ability to coordinate with other administrative staff.

• The ability to multi-task and work under minimal supervision, in a dynamic, fast-paced, environment.

Benefits in this role include:Competitive rate of pay.20 days paid holiday, rising to 25 days after three months, plus 8 bank holidays.Flexible working pattern – three days in the office, two days working from home.Annual bonus scheme (subject to qualifying criteria).Free parking on site.Free shuttle bus to and from High Wycombe station.On-site subsidised restaurant and Costa coffee outlet.On-site free gymnasium for all employees.Manpower UK is acting as an Employment Business in relation to this vacancy.

Expected salary

£22.27 per hour

Location

High Wycombe, Buckinghamshire

Job date

Wed, 31 Jul 2024 07:00:39 GMT

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