.Role title : Personal AssistantReports to : Vice President, Global Public Policy, Advocacy & Health EquityLocation : Barcelona, SpainType : 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
