Personal Assistant

Personal Assistant

Location: Warsaw, hybrid work (3days from the office)

Site Management Team performs high level administrative, coordination and operation duties across Warsaw Site (Warsaw AZ Hub). The Team belongs to the AZ R&D BioPharmaceuticals Chief Operating Office. Site Management Team is composed of 7 sub-teams that are necessary for the proper, safe and stable existence of the facility, allowing for efficient business operation of the functions located in the Site. The team is managed by Site Executive Director, for whom we are looking for Personal Assistant.

The Personal Assistant role provides administrative support and performs administrative tasks according to set policies and procedures. Individuals in this role carry out a range of relatively routine activities and processes to provide support to the business unit. This role impacts the reputation of the function it serves as the initial point of contact for many customers. Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with others at all levels of the organization and externally.

The Personal Assistant acts as a liaison between Site Functions and The Executives. Is responsible for performing initiatives and tasks for senior management to support business functions and operations. Provides high-level support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives.

Typical Accountabilities:

• Handle the executive coordination of appointments, meetings and schedules including documentation for executive personnel e.g.: diary arrangements and travel in line with AZ policy
• Proactively manage the Director’s diaries to optimize schedules, and answer or redirect enquiries from internal or external sources
• Manage national and international travel and visa arrangements, monitor spend and drive efficiencies, and ensure compliance when processing and reconciling Expenses
• Co-ordinate and schedule internal and external (including international) meetings, make travel arrangements, and where required attend meetings to manage agendas, prepare meeting notes, record actions and monitor progress
• Coordinate the work, meetings and follow up actions of SLT (Warsaw Site Leadership Team)
• Act as an intermediary between the executive stakeholders and other employees
• Identify and execute the actions to deliver the business value agreed by Senior Stakeholders
• Deliver a broad range of professional administrative services to Stakeholders
• Proactively manage all aspects of administrative support for their customers holding confidences and trusted with information
• Independently and pro-actively resolve issues and challenges relating to administrative requests
• File and retrieve documents and reference materials for the Executive and the Leadership Teams: conduct research, collect and analyze data to prepare reports and documents
• Making sure that all necessary documentation is gathered and modified
• Advise customers and peers on the best way of conducting administrative & coordination tasks
• Administer and be an excellent user of essential MS/IT tools and administrative systems to increase efficiency in day-to-day work
• Ensure good business understanding and show passion for customers to professionally support a customer group
• Lead or participate in administrative continuous improvement activities
• Contribute to knowledge sharing within the Site Management Team
• Lead or participate in training and development initiatives for administrators or other relevant training

Education, Qualifications, Skills and Experience:

• 2 or more years of experience as a PA / Administrative Coordinator for Senior Stakeholders / Directors
• Key knowledge and experience in an executive assistant, administrative and other relevant Executive support role
• Relevant professional qualification in administrative skills
• Strong business communication skills
• Fluent spoken and written English & Polish languages (native or bilingual)
• Advanced proficiency across a broad range of administrative processes and procedures
• Ability to exercise considerable discretion, judgment, tact and diplomacy
• Demonstrated abilities to take the initiative to respond to rapidly changing priorities
• Ability to work independently with only general guidance
• Demonstrates a can-do approach and willingness to learn new skills
• Excellent time management and organizational skills
• Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with others at all levels of the organization and externally
• Demonstrated ability to work successfully in a team environment
• Excellent knowledge of working with IT tools and MS programs: Microsoft 365 applications, Zoom Meeting, Internet proficiency; quick learning and implementation of new cloud / computer tools
• Some Project management skills to effectively manage events/small projects on behalf of the Customer would be considered as advantage
• University degree in related discipline would be considered as advantage

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.