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Job Details

Administrative Assistant

Company: PAREXEL
Location: London
Reference: pare-10056744
Closing Date: 05 Apr 17
Type: Full Time
Salary (£): On Application

Job Summary:

PAREXEL UK is looking for experienced Administrative Assistant to join their London team.


There are pivotal moments in every career: Sharing new treatments. Improving processes. Delivering life-saving advances. The people who succeed are the ones who make the journey go further and faster every time. What if you had a partner to support you as you reach the next level in your professional path? A partner who believes a collaborative environment is key to achieving your goals? A partner who is dedicated to your health and wellness so you can help make a difference in the lives of millions worldwide? That's PAREXEL. We're a diverse team of professionals focused on one goal: getting treatments into the hands of those who need them most. Working together, the results we bring to our clients and the opportunities we bring to our team get better with every step. How can we help you on your journey? Find your path, and learn more on LinkedIn, YouTube, Facebook, Twitter, and Glassdoor. The Administrative Assistant will provide comprehensive administrative support to the Business Unit Heads located in the UK. The Administrative Assistant must be able to anticipate the needs of management and be able to prioritize workload and schedules to meet these needs. Contributes to the smooth running of the office by supporting all associated activities and undertaking general administrative duties as required. The ability to work independently and maintain confidentiality is also required. Key Accountabilities: • Support to Business Unit Heads: • Calendar/diary management • Preparation and distribution of correspondence, reports, presentations using Microsoft Office • Maintain filing systems, including confidential files • Coordinating client meetings and production of associated materials (agendas, presentations, etc.) • Management of UK invoicing (coding, obtaining approval) • Prepare and submit expense reports for VPs and their direct reports • Coordinate/arrange meetings and prepare and distribute meeting minutes • Arrangement of all travel requirements - scheduling flights, ground transportation, arrange meetings, provide comprehensive itinerary to ensure all requirements for executives are provided General Office Support: • Coordinate and welcome all visitors with a professional and positive attitude whilst ensuring all security procedures are met • Coordinate transport arrangements for all visitors • Manage all travel requests, hotel reservations, taxi bookings through close collaboration with travel agency • Ensuring expenses are claimed and reconciled adhering to internal polices and systems • Management of meeting room schedules ensuring all requests are responded to promptly and professionally; supporting all related requirements such as catering, equipment, etc. • Support all hiring managers with induction of new hires, working closely with HR On boarding Specialist • Process and distribute incoming/outgoing mail, arrange couriers etc. • Ordering stationary supplies and adhoc IT equipment ensuring appropriate approval are secured, cost efficiencies are considered and ensuring internal processes and systems are followed • Ordering of business cards for team members within the department ensuring internal process and systems are followed • Document formatting for client related submissions, internal meetings, external conferences where staff members are presenting • Document preparation for client related submissions, client meetings, internal training sessions, including printing of documents, binding and creation of tabs • Ensure prompt payment of all invoices utilizing systems and ensuring compliance to internal processes • Liaison with administrative and corporate services personnel from the wider PAREXEL community to share knowledge and understanding of corporate administrative practices and procedures • Other administrative tasks and projects as required • Acquire additional information and skills to enhance job performance, maintain an up-to-date knowledge of PAREXEL's systems, services, policies and procedures • Creating Visio organigrams • Conduct workstation risk assessment as required and requested by Facilities Department • Undertake role of onsite fire warden and first aider Requirements: • Professional, flexible individual with excellent organisation skills • Ability to work independently, prioritise workload and meet deadlines • Ability to build and maintain professional relationships both internally and externally • Excellent written and oral communication skills • Sustained attention to detail • Ability to work professionally with highly confidential information • Be able to value and understand the importance of teamwork • Ability to work in a fast-paced and rapidly changing environment whilst keeping clam under pressure • Strong work ethic and ability to take ownership of assigned duties • Must be proactive, an effective communicator, be able to handle multiple tasks simultaneously and work independently • Intermediate/advanced knowledge of Microsoft Office - Outlook , Word, PowerPoint, Excel Education: • A Level English and Maths essential • Business/Administrative NVQ preferable (or similar) Language Skills: • Excellent command of English both written and verbal Minimum Work Experience: • 3-5 years proven background in a similar administrative or support position

Apply for this job: Administrative Assistant

Contact Information:

Address:  PAREXEL International
The Quays
101-105 Oxford Road
Tel:  +44 1895 238000
Fax:  +44 1895 238494
Website:  Visit Our Web Site

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