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Executive Assistant

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GSK

3d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • London

AI generated summary

  • You need 5+ years of executive support experience, strong MS Office skills, discretion, organizational skills, and proficiency in ERP systems, managing complex tasks calmly and proactively.
  • You will manage calendars, coordinate travel, prepare meeting materials, handle correspondence, process expenses, support onboarding, and maintain document access for the SVP and team.

Requirements

  • Associate degree and 5+ years of executive administrative support experience.
  • Experience in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Successful experience supporting a similar seniority of leader (SVP) in a large and complex organization.
  • Experience dealing with a Board and a CEO office.
  • Discretion and professionalism, handling highly confidential and sensitive information.
  • Proactive and autonomous, used to anticipate with limited direction.
  • Strong organizational skills, ability to multi-task without compromising quality of work, with exceptional attention to detail.
  • Ability to manage a complex, fast-moving calendar across multiple time zones, meeting prioritization, with proactivity and diplomacy.
  • Strong resilience under pressure, ability to cope with change while maintaining a calm and professional manner.
  • Excellent interpersonal skills, ability to build effective relationships with internal and external stakeholders, at different levels and from different cultures.
  • Ability to think on their feet and work on their own as well as being a strong team player with good listening skills.
  • Excellent MS office/tech skills.
  • Proficiency in ERP systems (Concur, CERPS, Fiori, Workday, travel booking tool etc.) and ability to independently process and approve purchase orders and manage related workflows on behalf of the SVP.

Responsibilities

  • Proactively manage the extensive and complex calendar of the SVP, ensuring that their time is effectively managed.
  • Coordinate the SVP’s travel schedule, ensuring best use of their time when visiting countries. Process necessary visa applications and ensure travel vaccination guidelines are met.
  • Produce all necessary documentation including preparation of materials in advance for key meetings.
  • Organize, plan and attend all GPS Oncology leadership meetings. Organize all logistics (meeting rooms, technology, visitors, catering etc.), while adhering to the Company policies, liaising with internal/external parties.
  • Work with GPS Oncology Comms leadership team to set up Let’s Talk sessions, broadcasts, and filming.
  • Proactively deal with issues for the SVP and in the SVP’s absence, use initiative and knowledge to bring resolution.
  • Process expenses, purchase orders and invoicing within the required timeline.
  • Independently monitor internal and external correspondence and requests, ensuring appropriate reply/timely delegation and tracking of actions/awareness of when to raise information to the SVP.
  • Liaise with the office of the CEO, building strong relationships with GPS executive assistants.
  • Coordinate timely on/off-boarding of GPS Oncology LT members, taking online-manager responsibility if needed, acting as mentor to provide support with systems and processes.
  • Maintain online working area with key documents and files to create an accessible data repository for the SVP and their Leadership team.
  • Align with all policies, procedures, legal and regulatory requirements.

FAQs

What is the job title for this position?

The job title is Executive Assistant.

Where are the locations for this job?

The job locations are Upper Providence, Pennsylvania, USA; London, UK; and Zug House, Switzerland.

What is the primary responsibility of the Executive Assistant?

The primary responsibility is to support the Senior Vice President of GSK Oncology Global Product Strategy and their leadership team activities.

What qualifications are required for this position?

The required qualifications include an associate degree and 5+ years of executive administrative support experience, as well as experience in Microsoft Office (Word, Excel, PowerPoint, Outlook).

What are some preferred qualifications for this role?

Preferred qualifications include experience supporting a senior leader (SVP) in a large organization, discretion in handling sensitive information, and strong organizational and interpersonal skills.

Is travel coordination a part of this job?

Yes, coordinating the SVP’s travel schedule and handling necessary visa applications is part of the job.

What type of meetings will the Executive Assistant organize?

The Executive Assistant will organize, plan, and attend GPS Oncology leadership meetings, managing logistics such as meeting rooms, technology, visitors, and catering.

How should candidates apply for this job?

Candidates can apply for the job by visiting the GSK career portal and submitting their application according to the provided guidelines.

What kind of work environment does GSK promote?

GSK promotes an environment where people can thrive, focusing on being ambitious for patients, accountable for impact, and doing the right thing.

Are there any specific software or systems that the Executive Assistant should be proficient in?

Yes, proficiency in ERP systems (like Concur, CERPS, Fiori, Workday) and excellent MS Office skills are required.

Is the Executive Assistant role remote or onsite?

The job offers a hybrid work model, but specific details should be confirmed with the hiring team.

How does GSK ensure diversity in their hiring process?

GSK is an Equal Opportunity Employer and ensures all qualified applicants receive equal consideration for employment without discrimination based on various factors.

Will the Executive Assistant need to handle confidential information?

Yes, the Executive Assistant will be expected to handle highly confidential and sensitive information with discretion and professionalism.

What is GSK's mission?

GSK's mission is to unite science, technology, and talent to get ahead of disease together and positively impact the health of 2.5 billion people by the end of the decade.

Are there any specific benefits or support offered to US employees at GSK?

Yes, GSK offers a comprehensive benefits program for US employees, which can be learned more about by visiting the GSK US Benefits Summary.

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GSK

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

GSK, or GlaxoSmithKline, is a company that operates in the pharmaceutical and healthcare industry. They are involved in researching, developing, manufacturing, and selling a wide range of prescription medicines, vaccines, and consumer healthcare products. GSK's ultimate aim is to improve the quality of human life by providing innovative and effective healthcare solutions to people worldwide. Their commitment lies in focusing on scientific excellence, developing cutting-edge medicines and vaccines, and addressing global health challenges to help people live longer, healthier lives.

Benefits

  • A competitive base salary

  • An annual bonus based on company performance

  • Access to healthcare and wellbeing programmes, pension plan membership, savings programmes, time off and childcare support

  • Employee recognition programmes that reward exceptional achievements