Personal Assistant - Date Science & AI

Hybrid model of work: 3 days in office, 2 remote per week

In the DS&AI Business Planning & Operations, we support DS&AI’s mission to use Data and AI to turn science into medicines more quickly, more cost-effectively and with higher success rate.

This is where you could come in. Working in Strategic Planning and Operations at AstraZeneca is fast-paced, dynamic and challenging. We are looking for people who want to seize the opportunity to take an exciting step in their personal development journey and play a fundamental part of delivering a world-class Data Science & AI organisation.

This is an exciting opportunity for someone to join the DS&AI Business Planning & Operations Department within DS&AI function with a focus on working with members of the DS&AI Leadership Team. We are looking for someone with strong people-oriented mindset and business acumen skills and experience working at junior and senior career level.

Reporting directly to the Data Science & AI Head of Business Planning & Operations, our DS&AI Personal Assistant (PA) will provide Executive Admin direct support to one or more senior members of the DS&AI Leadership team. The DS&AI PA will be a member of a wider group of Executive PAs supporting our senior leaders.

Typical Accountabilities

This is a varied role where you’ll have multiple and rapidly changing priorities. This will require you to use your initiative and pro-actively resolve any issues and challenges. Responsibilities include but are not limited to:

• Managing all aspects of executive administrative support for their customers, this includes dealing with sensitive information with confidentiality, discretion, and diplomacy.
• Delivering a broad range of professional administrative services, advising customers and peers on administration ‘best practice’.
• Ensure good business understanding and show passion for customers to professionally support a customer group.
• Lead and own procurement related activities, requiring proficiency with the PO process and tools.
• Owning onboarding of new employees, contractors, or other workplace visitors (IT equipment, security, first day logistics etc.)
• Owning travel arrangements and travel expenses management
• Lead or participate in administrative continuous improvement activities.
• Contribute to knowledge sharing within the team of DS&AI Executive PAs
• Provide guidance/coaching and mentoring to colleagues where required.
• Lead or participate in training and development initiatives for Executive PAs and/or other relevant training.
• When required, work collaboratively with Global Colleagues to deliver a lean, consistent, and professional global administration service to DS&AI customers.

Essential

• Substantial administrative experience within a global environment
• Demonstrated advanced proficiency across a broad range of administrative processes, procedures and systems.
• Ability to autonomously and strategically advise department head on agenda items for any relevant meetings close and far away in time: ability to plan ahead and anticipate needs.
• Ability to autonomously and effectively drive the implementation of solutions cross-functionally with relevant stakeholders of different seniority.
• Ability to autonomously anticipate issues, clashes through a proactive management of calendars, key support to events and their logistics
• Ability to autonomously and strategically organise events which are pivotal for the whole function and/or the department.
• Confident and skilled user of essential IS/IT administrative systems, proficient in the use of MS Office suite.
• Collaborative approach to working as part of a team.
• Some project management skills to effectively manage events/small projects on behalf of the customer.
• Ability to manage time and multiple responsibilities efficiently and with minimal supervision.

Desirable

• Experience of working in a Pharmaceutical/ Drug Development environment
• Relevant professional qualification in administrative skills
• Knowledge of the drug development process
• Familiarity using SharePoint, or a similar web-based, collaborative platform.