Senior Administrator/ PA/ Coordinator

Global Portfolio and Project Management team

Hays Life Sciences is now looking to recruit a Sr. Admin/PA/Coordinator to join the Global Portfolio and Project Management team for an initial 3-month contract with the possibility to extend at AstraZeneca in Gothenburg.

Are you an experienced and pro-active administrator who has worked in a large global organization looking to join a vibrant team in Global Portfolio and Project Management at AstraZeneca?

At AstraZeneca, we 're dedicated to being a Great Place to Work. Where you are empowered to push the boundaries of science and unleash your entrepreneurial spirit. There's no better place to make a difference to medicine, patients and society. An inclusive culture that champions diversity and teamwork. Always committed to lifelong learning, growth and development! We will always make sure you're clear about how your role is connected to our wider mission to show what science can do!

Our vibrant campus in Gothenburg is one of AstraZeneca's three strategic science centers. The site is home to over 2,500 employees, from 50 different nationalities.

Gothenburg includes the complete range of functions, and as such offers plenty of development opportunities for a wide range of professionals. Our science teams in Gothenburg collaborate with academic and industry partners in Sweden and globally. And the site itself has been de‐ signed with collaboration in mind. From the Coffee Lab to exercise areas, we've built a series of environments where innovation can happen.

You will be a key member of the Global Portfolio and Project Management team (GPPM) using your excellent organizational and social skills to enable leaders in our Project and Portfolio Management fields to work optimally in a dynamic enterprise environment to ensure delivery of GPPM's short-term goals and longer-term strategic priorities.

Typical Duties & Responsibilities:

* Coordination of the BioPharmaceuticals Therapeutic Area Leadership Teams (TALT)
* Includes setting annual TA meeting calendar and TA strategy, individual meeting arrangements, meeting preparation, ownership and maintenance of distribution lists, and information management (SharePoint Online, incl. MS Teams)
* End-to-end management of TALT meeting scheduling, set-up, execution and closure, including but not limited to:
* Issue and update of calendar invites
* Collation, distribution and storage of meeting materials such as pre-reads & final slide decks ensuring consistency in document format, file naming conventions and archives
* Arranging meetings globally and take care of all the logistics
* Support for communications and official information releases, plus distribution to required partners
* Active improvement and standardization of administrative processes


Personal Assistant Support

* Full and complex diary management for two Executive Directors, including scheduling global meetings, flagging conflicts and meeting prioritization
* Arranging business travel and visas as required
* Processing expense claims for senior leaders
* Responding on behalf of Executive Director group to different partners maintaining high professional standards whilst meeting conflicting needs
* Responding to more complex or escalated inquiries from other PA/secretarial staff

Skills & Experience:
Being a confident individual, you will enjoy working with partners across all levels of our organization, in different time zones and with people from many cultures. Having experience of coordinating cross-functional teams, you are used to working independently and enhancing administrative processes. You are a problem solver. The sophisticated diary arrangements will require you to have strong influencing skills with the ability to engage relevant people globally in developing solutions; your patience and flexibility will be highly advantageous. Confidentiality is paramount.

Essential

* Prior experience supporting senior managers in a fast-paced company setting
* Strong interpersonal skills
* Experience in establishing and maintaining collaboration across senior leaders' community
* Proficient in oral and written English and with excellent communication skills
* Proven track record to develop knowledge in relation to administrative/business support activities in the relevant area
* Experience with Microsoft Office software and centralized data systems/platforms e.g. for document storage, travel booking and expense management

Desirable

* Project or governance coordination/ administration experience. Understanding of the AstraZeneca project operating model.
* Experience of working with a project management or portfolio management team.
* Relevant vocational qualifications or equivalent experience
* Team leadership skills