Administrative / Clerical Specialist

Zimmer Biomet; Swindon; On-site; GBP 40,000 - 55,000; Full time

Job summary

A global medical technology company located in Swindon is seeking a highly skilled Executive Assistant to support the Vice President of Commercial Operations. This pivotal role ensures operational efficiency and includes managing complex calendars, coordinating meetings, and preparing high-quality reports. The ideal candidate will have over 5 years experience in the healthcare or life sciences industry, strong organizational skills, and proficiency in Microsoft Office Suite. This role emphasizes professionalism, discretion, and effective communication.

Benefits

Development opportunities

Wellness incentives

Flexible working environment

Qualifications

• 5+ years of experience supporting senior executives in healthcare or life sciences.
• Exceptional organizational and time-management skills required.
• Strong written and verbal communication skills essential.
• Proficient in Microsoft Office Suite and collaboration tools.

Responsibilities

• Manage complex calendars and scheduling across time zones.
• Coordinate meetings with senior leaders and cross-functional teams.
• Prepare reports, presentations, and correspondence.
• Serve as the primary point of contact for the VP.

Skills

Organizational skills

Time-management skills

Written communication

Verbal communication

Professionalism

Discretion

Education

Bachelor’s degree in business or healthcare

Tools

Microsoft Office Suite

Zoom

Slack

Job description

At Zimmer Biomet, we believe in pushing the boundaries of innovation and driving our mission forward. As a global medical technology leader for nearly 100 years, a patient’s mobility is enhanced by a Zimmer Biomet product or technology every 8 seconds.

As a Zimmer Biomet team member, you will share in our commitment to providing mobility and renewed life to people around the world. We focus on development opportunities, robust employee resource groups (ERGs), a flexible working environment, location‑specific competitive total rewards, wellness incentives and a culture of recognition and performance awards. We are committed to creating an environment where every team member feels included, respected, empowered and recognised.

Job Summary

We are seeking a highly skilled and proactive Executive Assistant to support the Vice President of Commercial Operations in a dynamic and fast‑paced healthcare and medical device environment. This role is pivotal to the success of commercial initiatives by ensuring operational efficiency, seamless cross‑functional collaboration, and effective time management for the executive.

The ideal candidate is a strategic partner and gatekeeper who thrives in a high‑performance culture, communicates with clarity and professionalism, and manages multiple priorities with discretion and accuracy. Prior experience in the healthcare or life sciences industry is preferred, along with a strong ability to work across departments including sales, marketing, regulatory, and executive leadership.

General Functions (Responsibilities)

Calendar & Schedule Management

• Manage complex calendars, prioritizing internal and external meetings across time zones.
• Proactively resolve scheduling conflicts and ensure optimal use of the executive’s time.
• Coordinate meetings with senior leaders, cross‑functional teams, and external partners.

Meeting Coordination

• Schedule and organize recurring meetings, including agenda preparation, note-taking, and action tracking.
• Act as a liaison with leadership to ensure timely follow‑up on deliverables and strategic initiatives.

Administrative Support

• Prepare high‑quality reports, sales dashboards, presentations, and correspondence.
• Maintain organized filing systems and handle confidential records with discretion.
• Support budget tracking, vendor invoice processing, and coordination with Finance and Procurement.
• Follow‑up with LT members and deadline tracking to ensure timely completion of compliance trainings, career check‑ins, etc.
• Assist with onboarding logistics for new hires in the Commercial Operations team, working closely with HR and IT.
• Maintain and update EMEA Commercial Operations distribution lists monthly by coordinating with HRIS.
• Keep the EMEA Commercial Operations LT Teams channel current, including holiday calendars and key documentation.
• Collaborate with other Executive Assistants across the organization to ensure seamless information sharing and alignment.

Communication Liaison

• Serve as the primary point of contact between the VP and internal/external stakeholders.
• Coordinate with Communications to support Town Hall logistics (e.g., service anniversaries, award recognition, slide preparation, team photos).
• Manage and prioritize incoming communications (email, calls, messages), where needed.

Travel & Expense Management

• Coordinate detailed domestic and international travel plans, including itinerary creation and accommodations.
• Prepare and process expense reports and reconcile monthly credit card statements in accordance with company policy.
• Review and approve travel requests and expenses from LT members on behalf of the VP.

Tax Purpose

• Monthly and timely Travel calendar completion and Team folder documentation.
• Monthly and timely HR payroll calendar completion.

Project Support (tentative to be explored)

• Assist with special projects and initiatives, including research, data compilation, and executive briefings.
• Track milestones and provide logistical and administrative support throughout project lifecycles.

Confidentiality

• Maintain the highest level of confidentiality when handling sensitive business, personnel, and compliance‑related information.

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Qualifications

• Bachelor’s degree preferred; business, healthcare, or related field a plus.
• 5+ years of experience supporting senior executives, ideally in healthcare, medical devices, or life sciences.
• Exceptional organizational and time‑management skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Teams, and collaboration tools such as Zoom and Slack.

EOE/M/F/Vet/Disability