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Administrative Assistant

Req ID pare-10056744 Job Location: London, Greater London, United Kingdom

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



• 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


• 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

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