Senior Administrative Assistant

Position Structure and Reporting

This position directly supports the Head of Global Pharmacovigilance. The Senior Administrative Assistant is positioned at the core of departmental activities, requiring sound judgement, discretion, and the ability to effectively engage with stakeholders across departments. As a central point of contact, the assistant facilitates communication and supports a wide range of operational and project-based needs.

Primary Responsibilities

· Proactively schedule and organize meetings and conference calls, ensuring availability of all participants, reserving meeting spaces, arranging technical setup, coordinating catering, preparing materials, and recording minutes as needed. The assistant must anticipate and resolve scheduling conflicts to ensure meetings are productive and well-attended.

· Oversee logistics for offsite meetings, including hotel and restaurant bookings, catering arrangements, and planning team-building

activities. This responsibility involves thorough research, negotiation, and organizational skill to deliver seamless events in line with departmental objectives.

· Arrange all business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements and considering traveler preferences.

· Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring full documentation and timely reimbursement.

· Monitor and replenish departmental supplies, ensuring availability of materials necessary for daily operations.

· Serve as the point of contact for IT-related issues, facilitating timely resolution and supporting ongoing productivity for GPS team members.

· Actively participate in GPS meetings, both on-site and off-site, contributing to effective communication and operational continuity.

· Maintain and coordinate calendars for GPS leadership and the broader department, preparing for and supporting team and staff meetings.

· Submit and track department contract requests within the company's contract management system, ensuring accurate status monitoring.

· Monitor and reconcile departmental invoices, ensuring financial accuracy and timely payments.

· Develop and maintain departmental project trackers and spreadsheets, follow up on deliverables, and synthesize information for status reporting.

· Organize and maintain departmental files within the compay's document management system, ensuring accessibility and safeguarding institutional knowledge.

· Regularly update departmental contact lists and organizational charts to reflect changes and facilitate efficient communication.

· Ability to manage multiple tasks and priorities in a fast-paced, deadline-driven environment while maintaining attention to detail.

· Advanced knowledge of Microsoft Office Suite, Concur, SharePoint, and other business tools required for efficient workflow.

·Strong written and verbal communication skills to foster professional interactions with internal and external partners.

· Commitment to meeting deadlines and ensuring thorough, accurate, and compliant work products.

· Demonstrated ability to work independently, quickly learn new tasks, and proactively anticipate departmental needs.

Requirements:
· Bachelor’s degree preferred, reflecting a strong foundation of professional knowledge and analytical skills.

· Minimum five years’ administrative experience, preferably in the biotechnology or pharmaceutical industries. Experience supporting pharmacovigilance functions is highly desirable.

Key Attributes for Success

· Professionalism and discretion in handling sensitive information.

· Meticulous attention to detail and organizational strength.

· Results-oriented approach supporting the mission of Global Patient Safety.

· Commitment to providing excellent service to colleagues, external partners, and stakeholders.