Executive Administrative Assistant

2 months ago

Collegeville, Pennsylvania, United States GlaxoSmithKline Full time
Site Name: USA - Pennsylvania - Upper Providence
Posted Date: Jul

At GSK, we have bold ambitions for patients, aiming to positively impact the health of 2.5 billion people by the end of the decade. R&D is committed to discovering and delivering transformational vaccines and medicines to prevent and change the course of disease. Science and technology are coming together in a way they never have before, and we have strong tech-enabled capabilities that allow us to build a deeper understanding of the patient, human biology and disease mechanisms, and transform medical discovery. We are revolutionising the way we do R&D. We're uniting science, technology and talent to get ahead of disease together.

The Clinical Pharmacology Modeling and Simulation (CPMS) department in Precision Medicine is hiring an Executive Administrative Assistant who will be working closely with the VP, Head of Vaccines and Infectious Diseases, CPMS, and other members of the CPMS, Precision Medicine leadership team to perform numerous and varied tasks, such as supporting R&D & departmental initiatives and local events, engaging with internal and external stakeholders on behalf of the VP, as well as administrative duties such as scheduling support, meeting arrangements, coordinating recruitment and onboarding activities, arranging travel, expense reporting, and site-based group events.

Key Responsibilities:
  • Provide end-to-end support to the VP, Head of Vaccines and Infectious Diseases, CPMS, and other members of the CPMS leadership team. Assist with schedule management, arrange of meetings, booking of rooms and technical arrangements, anticipating requirements and taking actions proactively.
  • Organize travel arrangements, followed by prompt expense and reimbursement resolution.
  • Coordinate recruitment schedules, including on-campus and virtual recruiting activities in support of the CPMS teams. Provide executive-level recruitment support for roles reporting directly to VP to ensure high-quality and professional experiences for the candidate.
  • Coordinate onboarding activities for joiners to ensure a welcoming environment and a smooth transition.
  • Maintain and update distribution lists, organizational charts, conference attendance, travel plans for the group, project and staff assignments, intranet posts, and access for MS Teams, Sharepoint/TeamSites .
  • Work collaboratively with other CPMS & Precision Medicine Coordinators and Executive Assistants to build a robust Executive Assistant community.
  • Build relationships with key internal and external stakeholders, including with peer departmental Coordinators and Executive Assistants to coordinate time sensitive meetings quickly and efficiently.
  • Operate with the highest level of discretion and sensitivity, due to routine exposure to GSK confidential, critical and sensitive information and data.


Basic Qualifications:
  • Three or more years of administrative support experience.
  • Three or more years of experience utilizing Microsoft Office suite of products.


Preferred Qualifications:
  • Bachelor's degree in a related field.
  • Ability to manage time effectively without supervision and to organize, prioritize and deliver tasks and projects with a sense of urgency and close follow-up of any open issues.
  • Proven ability to think ahead and take initiative. Able to make decisions outside of standard processes with and without line manager support.
  • Ability to act with utmost discretion and confidentiality given routine access to GSK confidential and sensitive information.
  • Able to manage diverse routine and ad-hoc administrative projects simultaneously using creativity and independent judgment.
  • Ability to work seamlessly and in an integrated fashion with other administrative colleagues to optimize workstreams/project deliverables and ensure business continuity.
  • Strong collaborative and interpersonal skills that help build and maintain effective relationship with senior management.
  • Advanced level experience in computer software applications (Word, Excel, Power Point), GSK administrative systems (procurement, reimbursement), GSK business systems (Team Sites, ConnectGSK websites, effort tracking, myLearning, CERPS), and communication means (electronic and non-electronic). Familiarity with GSK policies and SOPs relating to the CIA, Grants & Donations, Scientific Engagement, Global Meetings Project, travel and expense.
  • Writing skills consistent with management of complex internal and external correspondence under strict confidentiality.
  • Excellent interpersonal skills, able to project a competent and confident and professional image of the department to internal and external petitioners and stakeholders.
  • Demonstration of a high level of discretion and ability to maintain confidentiality.
  • Basic science or clinical organization background an advantage.
  • Project management or change management background an advantage.
  • Team working is an essential element to this role as well as ability to work independently.


#Earlycareer

Please visit GSK US Benefits Summary t o learn more about the comprehensive benefits program GSK offers US employees.

Why GSK?

Uniting science, technology and talent to get ahead of disease together.

GSK is a global biopharma company with a special purpose - to unite science, technology and talent to get ahead of disease together - so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns - as an organisation where people can thrive. We prevent and treat disease with vaccines, specialty and general medicines. We focus on the science of the immune system and the use of new platform and data technologies, investing in four core therapeutic areas (infectious diseases, HIV, respiratory/ immunology and oncology).

Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it's also about making GSK a place where people can thrive. We want GSK to be a place where people feel inspired, encouraged and challenged to be the best they can be. A place where they can be themselves - feeling welcome, valued, and included. Where they can keep growing and look after their wellbeing. So, if you share our ambition, join us at this exciting moment in our journey to get Ahead Together.

If you require an accommodation or other assistance to apply for a job at GSK, please contact the GSK Service Centre at US Toll Free) or outside US).

GSK is an Equal Opportunity Employer and, in the US, we adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.

Important notice to Employment businesses/ Agencies

GSK does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact GSK's commercial and general procurement/human resources department to obtain prior written authorization before referring any candidates to GSK. The obtaining of prior written authorization is a condition precedent to any agreement (verbal or written) between the employment business/ agency and GSK. In the absence of such written authorization being obtained any actions undertaken by the employment business/agency shall be deemed to have been performed without the consent or contractual agreement of GSK. GSK shall therefore not be liable for any fees arising from such actions or any fees arising from any referrals by employment businesses/agencies in respect of the vacancies posted on this site.

Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, GSK may be required to capture and report expenses GSK incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure GSK's compliance to all federal and state US Transparency requirements. For more information, please visit GSK's Transparency Reporting For the Record site.

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