Senior Administrative Assistant

Senior Administrative Assistant

Role will initially be working from Home

Job-Related Skills/Background

• Competent in GSK systems - Mainly CERPS and WORKDAY
• Able to analyse facts and data
• Strong organizational and administration skills.
• Ability to prioritise workload, working with tight deadlines whilst maintaining an excellent eye for detail
• Excellent communication skills as role will require working between different departments globally across GSK and external parties.
• Comfortable in interfacing with all levels of the organization, with a good understanding of interdepartmental relationshiops.
• Ability to cope with ever increasing changes whilst maintaining a calm and professional manner.
• Ability to multi-task without compromising quality of work.
• Excellent team player with good listening skills and ability to work un-supervised
• Good GSK knowledge
• High level of discretion and sensitivity when dealing with confidential matters.

Key Responsibilities

• Provide comprehensive administrative support to Senior Vice President or multiple Vice Presidents. Schedule, arrange and monitor diary appointments, ensuring effective time management.
• Use understanding of concepts and methodology of work performed to proactively deal with issues for manager and in manager's absence using initiative and knowledge to bring resolution. Identify process related issues, and propose creative and interpretive recommendations within remit.
• Co-ordinate extensive and complex international travel including preparation of itineraries and collation of documentation. Process necessary visa applications and ensure travel vaccination guidelines are met. Produce all types of documentation including preparation of materials in advance of regular key meetings.
• Monitor manager's inbox and deal with incoming and outgoing correspondence in a proactive and timely manner (follow up on replies, recommend action to be taken, draft responses, and filter to appropriate people).
• Organise all logistics for meetings (visitors, catering etc), conferences and events whilst adhering to the meetings policies, liaising with internal/external parties.
• Be competent in various GSK systems to complete expenses on time, manage invoices and raise purchase orders in CERPS, update iTAG (holiday and absence management) and use Workday for HR activities.
• Assist new starters, manage movers and leavers for. Possibly take on line management responsibility.
• Manage a high volume workload proactively to a consistently high standard, by setting priorities, objectives and target dates.
• Undertake ad hoc reports/projects as required, simultaneously with routine work, and may provide project leadership for department initiatives.

Interaction

• This role requires interaction between other grade 3 and 4 managers and their admins in many different geographies across multiple timezones. Strong interpersonal and communication skills will therefore be needed to ensure the needs are well understood. Building strong cross geography networks will be critical for success. The role will also deal with highly sensitive and confidential information .Cooperation with other senior leader admins will be key to trade off the many priorities facing their senior manager's calendar. This role will be the first interface of external senior roles interfacing with their GSK managers.