Senior Executive Assistant and Admin Executive

Job Title: Senior Executive Assistant and Admin Executive

Career Level - D

Introduction to role:

Are you ready to take on a pivotal role supporting senior leadership? As a Senior Executive Assistant and Admin Executive, you'll be the backbone of our executive operations, ensuring seamless day-to-day activities. You'll handle confidential tasks, create impactful business presentations, and even organize high-profile conferences. Your expertise will be crucial in managing executive schedules, coordinating meetings, and supervising other assistants. Are you prepared to make a difference?

Accountabilities:

Executive Assistant:

• Provide administrative support for senior leaders.
• Ensure smooth day-to-day operations, managing executive schedules, coordinating high-level meetings, and overseeing administrative functions.
• Work with global collaborators, EAs to manage time and calendar effectively.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Act as the point of contact between executives and internal/external collaborators.
• Handle confidential information with discretion and professionalism.
• Compose contract letters, publications, proposals, agendas, executive summary reports, and minutes of meetings.
• Arrange complex and detailed travel plans and agendas; flights and hotel bookings, online visa applications, personal forms submissions, compiling documents for travel-related meetings.
• Make presentation slides (MS PowerPoint) and Excel sheet reports in high volume.
• Book, arrange, and conduct telephone and video conferencing using the appropriate systems.
• Organize seminars/events activities.
• Use calendar invites – internal and external, providing proactive updates and actions.
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Partner’s ability to effectively optimize his time and energy.
• Prepare travel and expense reports including Forex reconciliations, travel documents, visa, etc.
• Draft internal communications and assist in preparing executive briefings.

Admin Executive:

• Oversee office administration, including vendor management, facility coordination, and procurement of office supplies.
• Supervise the overall performance of the Travel Agency, monitoring calls/email/chat transactions daily.
• Understand business aspects of Travel Technology (computer reservations systems, GDS systems and e-travel) and basic general facility management.
• Prepare and process all travel and visa-related documents to enable employees' business travel.
• Coordinate business requirements such as event requirements, logistic arrangements, budgets etc.
• Ensure the accuracy of invoices before proceeding with payment to vendors.
• Ensure that the travel process aligns with company policies and standards.
• Generate reports and analyze data regarding overall performance on a weekly/monthly basis, along with action plans for improvement.
• Provide suggestions regarding process improvements and increasing customer satisfaction levels.
• Ensure that targets regarding overall quality and employees’ satisfaction levels are met and exceeded.

Essential Skills/Experience:

• Bachelor’s degree is must; degree in Business Administration or master’s degree is a plus.
• Experience working in a regulated industry (pharma, biotech, healthcare). Demonstrable experience as an Executive Assistant and delivering results as measured against established critical metrics.
• Applicants with a minimum 8 years of mandatory work experience in the Executive Assistant, Visitor Management, Travel desk, Event management, Accommodation, transport operations etc.
• Expertise knowledge in Outlook calendar management
• Good in written and verbal communication
• Ability to work independently and handle pressure in a dynamic environment.
• Strong interpersonal skills and a proactive approach.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of collaboration tools like MS Teams, Zoom, or Slack is a plus.
• Proficiency in Concur Travel & Expense; Knowledge of SAP and Coupa is a plus.

Desirable Skills/Experience:

NA

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.

At AstraZeneca, you'll be part of a dynamic environment where innovation thrives. Our work directly impacts patients by transforming our ability to develop life-changing medicines. We empower our teams with brand new technology platforms to inspire change across the industry. With a focus on data-led solutions and digital transformation, you'll be joining us at a crucial stage of our journey. Here you can innovate freely while contributing to something far bigger.

Ready to make an impact? Apply now to join our team!

Date Posted

30-Jun-2025

Closing Date

03-Jul-2025

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.

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 authorisation and employment eligibility verification requirements.