PA to VP Medical Affairs

Location:
Middlesex
Sector:
Administration
Job Type:
Permanent
Salary range:
£25,000 - £29, 999
Salary:
£26,000 to £29,000 per annum
Salary:
£26000 - £29000 per annum
Posted:
09-Oct-18
Start Date:
Recruiter:
Uxbridge Employment Agency
Job Ref:
888592

to VP Medical Affairs (and team)

Circa 28k plus 5% bonus

Are you a PA with a real team mentality?

Are you happy supporting senior personnel and their teams?

My client a major medical organisation require and adaptable and hands on PA to support their VP of Medical Affairs and their team. You will be required to provide high level administrative support services as well as assistance with expenses etc.

Role duties

• Take overall responsibility for managing and providing efficient and proactive secretarial and administrative support services to the VP Medical Affairs, the Medical Director, Brand and Lifecycle and the Medical Director EU

• Plan and co-ordinate meetings, workshops and when appropriate implement events, functions and conferences ensuring that they are organised effectively and on budget

• Co-ordinate travel itineraries (flights, hotels, taxis), ensuring the most cost effective and comfortable arrangements are chosen and details of the arrangements issued in advance to the travellers

• Assist in managing the department’s budget and finances, invoice reconciliation and expense claims

• Support the administration of all necessary internal documents for Medical Affairs

• Management of the Medical Affairs SharePoint site

MAIN TASKS

• Secretarial Support

o Screen and prioritise incoming correspondence and telephone calls, take appropriate action and compose own replies to standard enquiries

o Maintain diaries and appointments and handle confidential personnel files and discussions

o Develop and maintain manageable and user friendly filing systems (hardcopy and on-line)

o Maintain records of employees’ sickness and annual leave

o Organise and take minutes of meetings and reports

o Order stationery as and when required

o Support ad-hoc projects as required

• Coordinate and arrange travel and travel itineraries and the EU medical team and global medical meetings as required

• Assist in managing the department’s budget and finances

o co-ordination and collation of departmental contribution to budget preparation, presentations

o maintenance and control of departmental invoices and expense reports

o Raise, receipt and track purchase orders and invoice payments, keeping accurate records on shared drive. Provide monthly accruals to Accounts

• Support the administration of all necessary internal documents for Medical Affairs

o Update organisational charts for the Medical Affairs function

o Coordinate with the Legal department for the production of contracts, agreements

o Raise, track and administer Master Service Agreements, IT requests etc.

o Assist with the archiving of legal, technical and more general documents Provide a variety of well-presented, accurately typed documents, including general correspondence, emails, reports, etc. and to prepare effective presentational slides in a professional format using appropriate software packages

Skills required

• Highly confident in Excel and all Ms office applications

• Excellent organisational and communication skills

• Proactive with a real eye for detail

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We are an independent recruitment agency who are celebrating our 40th year of supporting local candidates find local opportunities. Based centrally in both Uxbridge & Windsor we offer permanent, temporary and contract recruitment services within Middles

Contact Details:
Uxbridge Employment Agency
Tel: 01895 520 700
Contact: Dana Balac
Email:

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