Personal Assistant, Vaccines and Immune Therapies

4 weeks ago

Mississauga, Canada AstraZeneca Full time

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 head office and BlueSky Hub in downtown Toronto are purposely designed with collaboration in mind, providing space where teams can come together to strategize, brainstorm and connect on key projects.

Our dedication to sustainability is also central to our culture and part of what makes AstraZeneca a great place to work. We know the health of people, the planet and our business are interconnected which is why we’re taking ambitious action to tackle some of the biggest challenges of our time, from climate change to access to healthcare and disease prevention.

**Introduction to role**

This is an exciting opportunity to take on a challenging and varied role within the Late V&I team. Your focus will be on providing high-quality professional administration support to the SVP and their Late V&I Leadership Team, who jointly lead the late-stage development of the V&I pipeline.

As the successful role holder, you will be an individual with high standards, enthusiasm, and a passion for learning, together with excellent communication skills, a proactive approach, and the confidence to act independently.

Attention to detail and having a high level of great organizational skills will be the key to success with this role. The role includes diary management, coordinating internal and external meetings, processing expenses, arranging virtual meetings, global conference calls/videoconferences, managing complex travel including visa arrangements, as well as organizing and preparing material for key meetings and communications.

The diary arrangements will require you to have strong influencing skills with the ability to engage relevant people in developing solutions; your patience and flexibility will be advantageous in securing this challenging but interesting role.

Often working independently, you must be able to respond to changes in customer and stakeholder demands with the flexibility to adapt to changing situations.

**Accountabilities**

Provide high-level administrative support to the SVP and their Late V&I Leadership Team, to include but not limited to these key tasks:

- Comprehensive diary management, to ensure that efficiency and time management is maximized. Prioritize and manage complex diary arrangements.
- Organize internal and external meetings, room bookings, hospitality etc. Set up virtual meetings (Microsoft Teams/Zoom).
- Organize travel and accommodation.
- Prepare and track key documentation including expenses, purchase orders and resource tracking tools.
- Maintain effective information management processes including SharePoint management, distribution lists, organization charts and other relevant documentation.
- Support and deliver assigned projects as agreed with the SVP and Late V&I Leadership Team.
- Act as a point of contact and representative of the SVP and Late V&I Leadership Team between the V&I functions and the wider company.
- Act as a role model and collaborative team player alongside other administrative colleagues in Late V&I and the V&I unit, contributing to cross-V&I priorities and activities.

**Essential Skills/Experience**
- Minimum College Diploma
- At least 5 years demonstrated high level administrative support experience including experience of supporting senior leaders
- Prior Personal Assistant experience at the senior leadership level, with energy and passion for the role
- Self-starter, able to prioritize own workload, work unsupervised and use own initiative to solve problems
- Able to perform effectively under pressure, and demonstrate flexibility and adaptability to meet changing business demands
- Focus on quality and attention to detail- Maintains confidentiality and always deals discretely with sensitive information
- Proven track record of project coordination
- Experience of organizing complex meetings and complex diary management
- Experience of exercising judgement to make decisions when appropriate
- Advanced verbal and written communication and interpersonal skills across all levels of the organization
- Proficiency in the Microsoft Office suite including advanced expertise in Teams, PowerPoint and Word

Desirable Skills/Experience
- Experience of working in a multinational company
- Experience within the Pharmaceutical industry

**Great People want to Work with us Find out why**:

- GTAA Top Employer Award for 10 years
- Top 100 Employers Award
- Canada’s Most Admired Corporate Culture
- Learn more about working with us in Canada
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