Personal Assistant & Administration Team Lead

Role Overview

We have an exciting 12-month opportunity for a Personal Assistant & Administration Team Lead to join Precision Medicine and Biosamples (PMB)to support≤2 members of the PMB Leadership team andmanage the global office management team (=5) who are based across the UK, Sweden, Poland and North America.

Reporting into the Head of Business Planning & Operations, and working closely with their team, you will be responsible forproviding full PA support (diary management, complex international travel and expense management), as well as managing and coordinating all aspects of the office management teams work including performance management, coaching and personal development. 

To thrive in this position,you will be a positive ‘people person’, with the ability to form excellent working relationships across the business. You will be based in our Dublin office but may be needed to accompanythePMB Leadership Teamor visit other AZ sites for management purposes when required.

Key Responsibilities:

Personal Assistant:

• Provide 1:1 administrative support at a senior level to include:regular and often complex travel bookings, expense processing and meeting preparation

• Extensive diary management to ensure effective use of leader(s) time, responding positively to any conflicts by actively seeking alternatives and acting decisively when necessary

• Triage of leader(s) mailbox where appropriate tomaintain tidiness and monitor current actions, making sensitive judgements when responding to messages, emails, meeting requests; with confidentiality to be always maintained 

• Work closely with Business Planning & Operations team to ensure actions/requestsare completed in a timely manner (e.g. review preparation, conference presentations etc.) and support with the logistical elements of leadership team meetings (e.g. room bookings, travel coordination etc.) 

• Proactively coordinate and arrange project governance attendance, ensuring PMB leadershipare appropriately represented for key topics/ discussions and that attendees are prepared

• Work collaboratively with peers across the organisation so meetings are arranged promptly and accurately, taking into consideration technology and other requirements such as location to minimise travel burden

Administration Team Lead:

• Hold regular 1:1s to enable the balancing of workloads/ prioritiesand to deliver consistent line & performance management to maintain high quality delivery

• Provide capability development, coaching and training with a focus on building core skills aligned to business needs

• Facilitate bi-weekly team meetings, utilising the platform to keep the team informed and provide guidance to enable effective working

• Oversee the management of PMBs admin mailbox, working collaboratively with global colleagues to deliver anefficient, consistent and professional administrative service

• Independently and pro-actively resolve issues and challenges relating to administrative requests

• Proactive involvement in the development, deployment and maintenance of processes and initiatives, serving as an ambassador for best practice

• Maintain and develop expertise in appropriate IT systems to ensure efficient use and provide support/ coaching/ training to team

• Possess business understanding and use knowledge to contribute to continuous development of the team and its processes, with the support of the BPO

Office Management support:

• Lead and coordinate logistics in relation to PMB face-to-face, hybrid & virtual meetings

• Work collaboratively to deliver local & global initiatives that create engagement & wellbeing

• Oversee the team’s management of PMB travel ensuring adherence to PMB process and awareness of company policy, as well as understanding of both budget and Co2e targets

• Work alongside PMB onboarding coordinator to ensure a seamless experience for new joiners, help maintainaccurate information & ensure efficient processes

• Undertake projects to develop expertise as required to support the team or function

• Provide support to internal and external site visitors

Skills & Experience:

Essential

• Significant personal assistant/ administrative or related experience

• Experience of leading teams

• A professional, confidentand proactive approach, with the ability to independently manage a diverse and demanding workload for self & others

• Strong organisational, forward-planning, team-working skills with attention to detail 

• Ability to work independently and respond to changes in customer and stakeholder demands with the flexibility to adapt to changing situations

• Ability to follow processes, as well as create and maintain process/ systems for efficiency for self & others

• Excellent verbal, written and interpersonal skills

• Good business awareness with sensitivity to confidential information

• Assertiveness and strong personal resilience

• Strong proficiency with Microsoft productsinc. Outlook and Teams

Desirable

• Experience of leading global teams

• Experience of working in a global organisation; with the ability to work across boundaries and different cultures

• Experience of a variety of business tools e.g. SAP Concur, Coupa, Slido