Personal Assistant

Position: Personal Assistant

Location: Warsaw Poland

Hybrid Model: 3 days from office, 2 remote per week

At AstraZeneca, we put patients first and strive to meet their unmet needs worldwide. Working here means being entrepreneurial, thinking big and working together to make the impossible a reality. If you are swift to action, confident to lead, willing to collaborate, and curious about what science can do, then you’re our kind of person.

Description:

Personal Assistant performs high level administrative support and administrative duties across AZ Procurement Department.

This is an exciting opportunity for you to take on a challenging, pro-active and varied role within our team. You will support the Global Head of Procurement Strategy and Operational Excellence and her Leadership Team members, including the Executive Director, Global S2C Excellence Procurement. Your focus will be on providing a high quality and professional administration support to Procurement leaders across the department.

Accountabilities/Responsibilities:

Calendar/Inbox management: 

Proactively manage the Director’s diaries to optimize schedules, and answer or redirect enquiries from internal or external sources

Travel and Expenses/ Purchasing and Invoicing: 

Manage complex international travel and visa arrangements, monitoring spend and driving efficiencies, and ensure compliance when processing and reconciling Expenses

• Prepare and create purchase orders as needed for all payables to vendors using Coupa, ePay, etc., gathering necessary information and documentation to ensure smooth approval processes
• Create new suppliers in Coupa, liaising with the business owner/supplier to gather all relevant information to enable onboarding to the system

Meeting and Events: 

Co-ordinate and schedule internal and external (including international) meetings, make travel arrangements, and where required attend meetings to manage agendas, record actions and monitor progress

Communication:

Prepare and edit correspondence, communications, presentations and other documents for the Executive and the Leadership Team

Other:

• File and retrieve documents and reference materials for the Executive and the LT; conduct research, collect and analyze data to prepare reports and documents
• 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
• Deliver a broad range of professional administrative services
• Advise customers and peers on the best way of conducting administrative tasks
• Administer and be an excellent user of essential IS/IT 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 Administration Support Team
• Lead or participate in training and development initiatives for administrators or other relevant training
• Routinely maintain team distribution lists and organisation charts
• Act as part of a wider Administrative Support team, working together to share best practices, provide support, and resolve problems
• Respond to complex or escalated enquiries from other PA/secretarial staff, providing guidance and resolution as needed

Minimum Requirements – Education and Experience

• 2 or more years of experience as a PA
• University degree in related discipline
• Relevant professional qualification in administrative skills
• Strong business communication skills
• Excellent knowledge of spoken and written English
• Additionally, demonstrated advanced proficiency across a broad range of administrative processes and procedures would be considered as advantage

Skills and Capabilities

• 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
• Some Project management skills to effectively manage events/small projects on behalf of the customer

Please note that we are working in a hybrid model of 3 days per week from the office in Warsaw

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.