London Area, United Kingdom
Highly determined, proactive and articulate Executive Assistant/Operations Coordinator possessing over 15 years expertise handling diary management, global travel organisation, project co-ordination, event planning, finance administration, procurement and HR administration to exceptional standards. Adept identifying needs of executive stakeholders to deliver support whilst minimising disruption. Skilled driving process efficiencies, negotiating vendor agreements, handling office procurement and leading increased staff development through numerous initiatives through change and ambiguity. Proven proof reader, executive presentation and project co-ordination expertise, with in-depth board level co-ordination experience, able to work through change and challenges. Now Looking for an EA/Operations role preferably in Pharmaceuticals. Specialities: Executive Assistant, Personal Assistant, Diary Management, Minute Taking, Event Co-Ordination, UK & Global Travel Management, Meeting Organisation, Board Level Reporting, Presentations,Senior Stakeholder Management, Finance Co-Ordination, Invoicing, Purchase Orders, Expenses, Process Improvement, Supplies Procurement, Office Moves & Restructures, Cost Saving Efficiencies, SAP Reporting, Statistical Reporting, Staff Development, Budget Management
Delivering operational support to the Patient Centricity team, enabling integration of patient and patient organization insights into brand strategies across Rare Diseases, Oncology, Women’s Health, Ophthalmology, and Urology. •Responsible for the administration of the computerized Maintenance Management System (CMMS), ensuring the update and closure of work orders to meet agreed contractual metrics •Managing end-to-end administrative processes including file management, purchase orders (POs), and contract coordination. •Monitoring and maintaining departmental budgets, ensuring accurate tracking and reporting of spend. •Administering Veeva PromoMats and Veeva Events Management systems, ensuring compliance and timely processing of materials and events. •Coordinating meeting logistics, supporting seamless planning and execution of internal and external engagements. •Tracking procurement processes via Ariba, maintaining accuracy and process efficiency. •Collaborating with cross-functional internal teams and external stakeholders to ensure smooth departmental operations.
Supporting the EMEA Market Access team & Global Health Economics team across pricing and reimbursement, health economic & outcomes research and public policy projects. Coordinating activities for the team, support for legal contracting and payment, arranging internal and external meetings, supporting the Vice President of the market Access team and Budget management. • Executive support to VP, managing a tight diary, complex travel, Budget reporting and maintain compliance within the team. • Submit Non-Disclosure Agreements, Master Service Agreements, Scopes of Work and Consulting agreements in Spring for the team and performing monthly reports to make sure all contracting is compliant • Quarterly Forecasts with the team to ensure updates are tracked and submitted. Input accruals from vendors and actuals from the finance team on a monthly basis and work on the budget tracker with Senior manager and Associate Director of strategy and Operations to ensure all teams are aligned on projects • Set up new vendors and update vendors, liaise with all vendors monthly, raise all purchase requisitions and ensure monthly accrual input on Coupa accounting system • Events Management, Team meeting coordination, dealing with expenses,return to office logistics.
Deliver as highly professional Executive Assistant to highest confidentiality levels. Provide excelled diary management, travel organisation, meeting management, board level agendas, finance co-ordination and expenses processing performance. Continually receive outstanding FD praise for excelled delivery during continual business change and challenges due to Covid 19. • Continually understand FD’s business priorities, forecasting meeting/diary needs ahead of schedule / annually to minimize disruption, whilst maintaining discretion and confidentiality • Manage constant fluctuating changes of FD’s diary, quickly reacting to changes and delivering flexibility out with core business hours • Deliver as stringent gatekeeper to FD and other Executives, ensuring minimal disruptions • Diligently manage finance support, Purchase Orders, banking and office procurement, maintaining spend within agreed budgets • Quickly build rapport with C level visitors and company stakeholders, taking meeting notes and scribing agreed action plans to distribute / follow up with meeting attendees until successful completion • Devise informative presentations, reports and briefing papers to aid strategic decisions • Support other PA’s during absence cover and through project delivery to high standards • Create administration and finance documents to support UK FD deliverables