Personal Assistant

At AstraZeneca, we pride ourselves on crafting a collaborative culture that champions knowledge-sharing, ambitious thinking and innovation – ultimately providing employees with the opportunity to work across teams, functions and even the globe.

Recognizing the importance of individualized flexibility, our ways of working allow employees to balance personal and work commitments while ensuring we continue to create a strong culture of collaboration and teamwork by engaging face-to-face in our offices 3 days a week. Our offices are purposely designed with collaboration in mind, providing space where teams can come together to strategize, brainstorm and connect on key projects.

About Global Business Services:
In Global Business Services (GBS) we dare to change the way we work – we are brave, resilient and take smart risks with a focus on simplifying the way we work. Through our global scale and diverse services, we look to drive value through our innovation and expertise. This requires a team who see no boundaries, can collaborate, challenges the norm, feels empowered, and stays motivated and engaged.

In our role as a global business services group, we are passionate about working smarter, to free up time, free up money, protect value and provide new capabilities to the enterprise – all to push the boundaries of science to deliver life-changing medicines. 

Personal Assistant (Global Business Services)
Location: Guadalajara, Mexico

At AstraZeneca, every one of our employees makes a difference to patient lives every day.  Each and every one of us believes that science has the ability to change lives and that to deliver this takes many people with many skill sets. When we deliver a life-changing medicine, that success comes from the combined efforts of all of our people. 

Do you have a passion for PA support at a senior level?  Do you have proven experience as a Personal Assistant in a finance or shared services function and the ability to work collaboratively? Are you someone who loves taking on responsibility with a flexible approach? Do you have a curious, proactive and versatile mindset? Are you a team player?

As a key member of the Global Business Services Administration Team, you will be using your excellent organisational skills to enable the GBS team to provide an array of services across the enterprise, including automation, analytics, data services and HR services to name a few. Your support is vital to ensure GBS can deliver these services to a high level across all locations and business areas.

Main Duties and Responsibilities

This is an exciting opportunity for you to take on a challenging, proactive and varied role within GBS.

You will report to the PA of the GBS VP, providing comprehensive PA support to the GBS Leadership team, in addition to providing general administrative support to their leadership team.  Your focus will be on providing high quality and professional administration support across the team.

The role involves extensive diary management, coordinating internal and external meetings, which can include members of the Senior Executive Team.  You will also be responsible for processing expenses and invoices, managing travel, monitoring team Carbon spend as part of AZ’s sustainability mission, along with supporting global conference calls and virtual meetings.There will be opportunity to support the team by taking on ad hoc project based work that can be varying in nature, offer the chance to gain experience in new areas, and can help cultivate a strong connection with the broader team. You will also provide site specific support for engagement events.

Being a confident individual, you will enjoy working with stakeholders across all levels of our organisation, across different time zones and with people from many cultures, building networks and supporting colleagues. 

Often working independently and in a fast-paced environment, you must be able to respond to changes in customer and stakeholder demands with composure and have the flexibility to adapt to changing situations. You will enjoy developing your skills and coaching others to increase capabilities within the team. A consistent focus on high work quality is essential in all aspects of the work.  

Activities include:

• Proactive diary management for the relevant senior Leader/s

• Extensive and proactive planning of travel arrangements, including flights, accommodation, airport transportation, car bookings, trains etc. (preparing travel packs / itineraries)

• Supporting during LT meetings where required, with action taking and following up and co-ordinating any guest speakers

• Collating and processing of expense claims within set group timelines and ensuring compliance with the expenses policy

• Organising internal/external meetings including room bookings and catering arrangements, coordinating global conference calls / video conference calls

• Supporting the organisation and set up of initiatives and events

• Supporting team new starter onboarding

• Ad hoc duties as required including presentation materials and other relevant documentation

• Working together with the GBS Administrative team to coordinate on GBS-wide meetings and events, providing absence cover when required and building networks within GBS to promote cross team collaboration.

Essential Skills:

• Proven experience of providing full PA/administrative support at a senior level within a large multi-national organisation

• Confident and experienced using Microsoft Office and other web based systems

• Excellent written and verbal communication skills (English and Spanish)

• Excellent administrative, interpersonal, time management and organisational skills

• Goals and solution oriented, demonstrating initiative and proactivity in the provision of support to the team

• Ability to think beyond boundaries of own job, challenges status quo and seeks opportunities for continuous improvement

• Excellent team working, networking and influencing skills and ability to engage relevant AstraZeneca staff and leaders in developing solutions

So, what’s next?

Are you ready to bring new ideas and fresh thinking to the table? Brilliant! We have one seat available and we hope it’s yours.

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.

Where can I find out more?