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Personal Assistant, Biopharmaceuticals Medical

3 months ago

Gaithersburg, United States AstraZeneca Full time

**Job Title: Personal Assistant, Biopharmaceuticals Medical & R&I**

**Location: Gaithersburg, MD**

**Introduction to role**:
Are you an experienced administrative professional with an interest in supporting successful teams? Do you have a passion for advancing clinical practice and reducing the global burden of long-term conditions? If so, we have an exciting opportunity for you at AstraZeneca We are a global, science-led biopharmaceutical company that focuses on the discovery, development, and commercialization of prescription medicines. Our mission is to make a meaningful difference to patient health through great medicines that bring benefit for patients and make valuable contributions for society.

**Accountabilities**:
As the Personal Assistant, you will provide support to the VP and the R&I Leadership Team. In addition to the responsibilities outlined below, the role will also require an interest and ability to develop deep expertise in some of AstraZeneca’s internal systems such as CONCUR, Coupa, Anaplan. Other possibilities include engaging with cross-functional colleagues to deliver on our priorities, coordinating budgets and supporting other projects across the team.

**Core Responsibilities include**:

- Support VP with diary management, travel arrangements, expense reports and answer or re-direct inquiries from internal or external sources
- Respond to more complex or escalated inquiries from the wider team and other admins
- Accurately transcribe, format, proofread and produce a wide variety of materials (correspondence, presentations, meeting minutes, invoices, contracts, etc.) using MS Office Suite (Outlook, Teams, OneNote, Word, Excel, PowerPoint), SharePoint, and other AZ systems
- Facilitate Statement of Work (SoW) processing, raise Purchase Orders (PO), generate invoices on behalf of VP
- Support VP and senior leaders with on/off-boarding activities, team meetings/events, cross-functional collaborative initiatives
- Responsible for small projects under general guidance ensuring delivery of project outputs according to plan with review and refinement, as necessary
- Perform other administrative tasks using independent judgement and discretion
- Plan, organize and schedule own workload for accurate and timely activity completion
- Coach and mentor less experienced staff to help them resolve challenges
- Support live and virtual meetings/conferences
- Effectively coordinate and collaborate with other admins within AZ regarding cross-functional and cross-organizational meetings/events/processes across multiple international time zones
- Establish and maintain a robust professional network across administrative teams in Cambridge (UK), Gaithersburg/Wilmington (US), Gothenburg (SWE), and other AZ sites to facilitate effective working

**Essential Skills/Experience**:

- 5 or more years of prior administrative experience supporting Sr. Leaders
- Ability to work autonomously, yet collaborate effectively with other admins
- Demonstrated ability to effectively work in a global environment
- Demonstrated discretion and the ability to maintain confidentiality
- Strong time-management skills and ability to prioritize time critical assignments
- Capability to proactively prioritize and manage calendars (with ease)
- Experienced domestic and global travel coordinator
- Strong written and verbal communication skills
- Ability to understand and track budgets
- Flexibility and the ability to effectively multitask
- Proficiency in Microsoft Office Suite and SharePoint
- Expertise in planning and coordinating internal and external meetings
- High School Diploma or GED required, Bachelor’s degree preferred

**Desirable Skills/Experience**:

- Experience in the biopharmaceutical industry would be beneficial.
- Bachelor's degree or equivalent experience

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.

**Why AstraZeneca?**

Embrace the opportunity to shape the future of healthcare. Be part of changing the practice of medicine forever. A place to be at the forefront; proactive, innovative and brave, we don't stop. It means we dare to do the big studies in the real world, using primary and secondary data, leading the field in evidence generation and external scientific engagement. We have an opportunity to see how the compelling medical evidence we generated and communicated influences the basis of future healthcare.