Role title : Personal Assistant
Reports to : Vice President, Global Public Policy, Advocacy & Health Equity
Location : Barcelona, Spain
Type : Permanent (100%)
Main Duties and Responsibilities This is an exciting opportunity for you to take on a challenging, proactive and varied role within AstraZeneca's Global Corporate Affairs team. In this role, you will be providing comprehensive administrative support to the VP of Global Policy, Advocacy & Health Equity and the team. As such, you will make an important contribution to helping AstraZeneca turn ideas into life changing medicines. Working in this role means being entrepreneurial, acting fast, turning problems and ideas into practical solutions, extensively collaborating and bringing a "whatever it takes attitude" to make things happen.
You will provide administrative support to the VP with a focus on:
Provide secretarial services to the VP, such as proactively managing the VP's calendar, scheduling and coordinating meetings with senior executives across the enterprise, organizing international travel, controlling financial and carbon budgets, amongst others.
Proactively ensure internal/external meetings are well-organized, with objectives/agenda clearly articulated, presentation materials organized and distributed proactively to participants, room bookings and catering arrangements are in place.
Plan travel arrangements according to AstraZeneca travel policies, including visa requirements, flights, car bookings, accommodation, meals/events, organizing meeting documentation (e.g. briefing packs), etc.
Manage and review travel expenses for the VP and the leadership team.
Collate and process expense claims within set group timelines and ensure compliance with the expenses policy.
Prepare and create purchase orders for the VP and leadership team members, manage signed contracts, goods-receipt and execute payment to vendors, working with standard operating procedures and systems (e.g. Coupa) as per AstraZeneca policy.
Support department new starter onboarding by providing first class service, as well as owning, updating and maintaining all team distribution lists, organisational charts and other relevant documentation for the VP and the team.
Track VP's travel (carbon) and financial budget on a monthly basis, in close collaboration with the finance department and other PAs within Corporate Affairs.
Make offsite event meeting arrangements for quarterly/twice-annual F2F team meetings.
Work with the broader GCA PA network to improve processes, provide support where necessary across the organisation (such as holiday/sickness cover), support other PAs in their development and contribute to maintaining a network of highly skilled and motivated administrative assistants in Global Corporate Affairs.
Communicate in the name of the VP, as agreed and appropriate, including for the follow-up of tasks/action items and to uphold the highest ethical and professional standards, adherence to AstraZeneca Global Code of Conduct, values and policies.
The role will work alongside a team of PAs within Corporate Affairs and the Executive Assistant team, so there is a great support network for the role. Being a confident individual, you will enjoy working with stakeholders across all levels of our organisation and with people from many cultures, building networks and supporting colleagues.
Essential Skills Min. 8 years of previous experience of providing full PA/administrative support at a senior level (e.g. VP level in a company > 20,000 employees, C-level in a company > 5,000 employees).
Outstanding administrative, time management and organisational skills.
Excellent written and verbal communication skills in both English and Spanish.
Highly experienced using Microsoft Office (Outlook, Powerpoint, Word, Excel, Teams) and a wide variety of technology and IT software.
Proven financial tracking and budget management skills.
Collaborative team player, with excellent interpersonal skills (networking, influencing) and demonstrated ability of collaborating with people from different backgrounds and cultures.
Dynamic, fast-paced, able to effectively manage multiple priorities while maintaining oversight of the full workload and being able to smartly prioritize tasks.
Ability to work autonomously with independent judgement.
Highest level of discretion, and handling confidential information where applicable.
Exceptionally committed, resilient and self-motivated.
33% disability certificate.
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