Personal Assistant and Administrator

Join AstraZeneca's Oncology Research and Development unit, a dynamic environment that fosters collaboration and innovation. We are looking for a Personal Assistant and Administrator to support our Oncology Strategy Leadership team. This role is perfect for someone proactive, creative, and collaborative, who can work with other administrators and key collaborators to ensure the team can focus on bringing lifesaving medicines to patients. 

Accountabilities:

As a Personal Assistant and Administrator, you will facilitate internal and external meetings, and manage extensive scheduling of travel arrangements, and expenses. You will also oversee vendor/supplier contracts, assist with purchase order requisitions, coordinate candidate interviews, and handle confidential information. You will be expected to support your workload effectively, ensuring all activities are completed accurately and on time. 

Additional responsibilities include:

• Extensive calendar management - proactively manage scheduling conflicts and properly support and prepare for meetings. 

• Proficiency with Outlook to manage high volume multi-national calendars, schedule meetings, virtual calls, and special events - including exercising discretion as to priority and decision-making responsibility. 

• End-to-end multi-location domestic and international travel arrangements. 

• Process expense reports and track travel and entertainment expenses with accuracy and in accordance to policy. 

• Conference registration and management. 

• Proactively facilitate and engage in team meetings. 

• Prepare meeting agendas, presentations, materials and minutes when required. 

• Plan full logistics of team off-site and virtual events and town hall meetings within budget – including the facilitation of vendor contacts and negotiations. 

• Manage vendor/supplier contracts per AZ policy and working with key AZ collaborators. 

• Facilitate procurement of 3rd party tools, technologies, licensing agreements by working with suppliers and AZ internal partners. 

• Assist with purchase order requisitions - gathering necessary information and documents to ensure smooth approval processes. 

• Coordination of candidate interviews, sending calendar invites, securing an appropriate interview space/room, greeting candidate and booking candidate’s travel when required. 

• Manage AstraZeneca systems, processes, and tools to support employee onboarding and offboarding. 

• Handle confidential information and maintain the security of the manager's records and files. 

• Effectively lead special projects and other duties as assigned. 

• Perform other administrative tasks using independent judgement and discretion. 

• Plans and schedules own workload so that all activities are completed accurately and on time. 

• Facilitates smooth communications between all internal and external partners and collaborators. 

• Acts as part of a wider support to the administrative team working together to share standard methodologies, ways of working and resolving problems. 

• As a member of the administrative support community, provide back-up support and other assistance to other administrative staff, including training, and contributing actively to the on-going development and implementation of shared practices. 

Essential Skills/Experience:

• Professional qualifications and substantial experience as a PA supporting at a senior level. 

• Extensive experience in dealing with senior internal and external collaborators. 

• Demonstrate expertise in managing sophisticated calendars across multiple time zones to efficiently accommodate requests. 

• Ability to think critically, creatively and to anticipate and solve problems. 

• Flexibility to readily adapt to changing business needs or project-specific requirements. 

• Standout colleague who can work collaboratively. 

• Proficient in verbal and written English and excellent communication skills. 

• Experience working diplomatically with culturally diverse teams in a global context. 

• Ability to manage multiple projects/tasks simultaneously and effectively. 

• Demonstrate intermediate to advanced PC skills and ability, including Microsoft office and other industry applications, e.g. SharePoint, Excel, PowerPoint and Microsoft Teams. 

• Ability to set up meetings & teleconference calls using various types of technology, including telepresence, video conferencing, Skype, Zoom and Microsoft Teams, etc., both domestically & internationally. 

• Experience coordinating and executing onsite and offsite team events to enhance productivity. 

When we put unexpected teams in the same room, we unleash bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world. 

Play your part in contributing to a business truly dedicated to its purpose and patients. United by a shared connection and commitment, we can see how everything we do adds up to a bigger impact on patients and society. Working for an enterprise at the cutting-edge of science, we feel a huge sense of pride in our potential to transform the lives of patients with unmet needs. 

Ready to make a difference? Apply now! 

Date Posted

Closing Date

AstraZeneca embraces diversity and equality of opportunity.  We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills.  We believe that the more inclusive we are, the better our work will be.  We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics.  We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.