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Sr Administrative Assistant
Job Description
Introduction:
The Senior Administrative Assistant position within the Pharmacovigilance team is integral to the effective operation of Global Patient Safety (GPS). Serving as a primary support to the Head of Global Pharmacovigilance and the wider GPS team, this role requires a blend of advanced administrative capabilities, collaborative skills, project coordination, and strong organizational acumen. The following overview details key responsibilities, expectations, and the professional competencies required for success in this important capacity.
Position Structure and Reporting
This position directly supports the Head of Global Pharmacovigilance, who provides strategic and operational leadership for GPS. The Senior Administrative Assistant is positioned at the core of departmental activities, requiring sound judgement, discretion, and the ability to effectively engage with stakeholders across departments. As a central point of contact, the assistant facilitates communication and supports a wide range of operational and project-based needs.
Primary Responsibilities
The Senior Administrative Assistant’s core duties include:
• Meeting Coordination: Proactively schedule and organize meetings and conference calls, ensuring availability of all participants, reserving meeting spaces, arranging technical setup, coordinating catering, preparing materials, and recording minutes as needed. The assistant must anticipate and resolve scheduling conflicts to ensure meetings are productive and well-attended.
• Offsite Event Management: Oversee logistics for offsite meetings, including hotel and restaurant bookings, catering arrangements, and planning team-building activities. This responsibility involves thorough research, negotiation, and organizational skill to deliver seamless events in line with departmental objectives.
• Travel Coordination: Arrange all business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements and considering traveler preferences.
• Expense Management: Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring full documentation and timely reimbursement.
• Office Supply Oversight: Monitor and replenish departmental supplies, ensuring availability of materials necessary for daily operations.
• Technical Liaison: Serve as the point of contact for IT-related issues, facilitating timely resolution and supporting ongoing productivity for GPS team members.
• Meetings Participation: Actively participate in GPS meetings, both on-site and off-site, contributing to effective communication and operational continuity.
Additional Departmental Support
• Calendar Management: Maintain and coordinate calendars for GPS leadership and the broader department, preparing for and supporting team and staff meetings.
• Contract Administration: Submit and track department contract requests within the contract management system, ensuring accurate status monitoring.
• Invoice Tracking: Monitor and reconcile departmental invoices, ensuring financial accuracy and timely payments.
• Project Tracking: Develop and maintain departmental project trackers and spreadsheets, follow up on deliverables, and synthesize information for status reporting.
• Document Management: Organize and maintain departmental files within the document management system, ensuring accessibility and safeguarding institutional knowledge.
• Contact List and Organizational Chart Management: Regularly update departmental contact lists and organizational charts to reflect changes and facilitate efficient communication.
Core Competencies
• Planning and Coordination: Ability to manage multiple tasks and priorities in a fast-paced, deadline-driven environment while maintaining attention to detail.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite, Concur, SharePoint, and other business tools required for efficient workflow.
• Communication and Interpersonal Skills: Strong written and verbal communication skills to foster professional interactions with internal and external partners.
• Detail Orientation and Responsiveness: Commitment to meeting deadlines and ensuring thorough, accurate, and compliant work products.
• Initiative and Independence: Demonstrated ability to work independently, quickly learn new tasks, and proactively anticipate departmental needs.
Qualifications and Experience
• Minimum 5 years’ administrative experience in the biotechnology or pharmaceutical industries. Experience supporting pharmacovigilance functions is highly desirable.
• Bachelor’s degree highly preferred
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
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