Executive Admin Assistant

PEGlobal; Bracknell, Basingstoke; Hybrid; GBP 21,000 - 28,000; Full time

Job summary

PE Global is recruiting an Executive Admin Assistant for a leading pharma client based in Bracknell and Basingstoke. This 12-month contract role offers hybrid work with 2 days in Bracknell, 2 days in Basingstoke, and 1 day remote.

The role requires strong calendar and travel management, professional communication, and discretion handling confidential information for senior leaders.

Qualifications

• Proven experience as an executive assistant or senior administrator supporting directors.
• Strong calendar management and cross-time-zone coordination.
• Experience arranging complex international travel and visas.

Responsibilities

• Manage calendars, schedule meetings, and resolve conflicts for four leaders.
• Book international travel, hotels, and rail with policy compliance.
• Arrange meetings with external partners and prepare agendas.
• Coordinate calendars and logistics for in-person and hybrid events.
• Support visitors and end-to-end travel logistics, including visas.
• Raise purchase orders and conduct monthly PO review.

Skills

Executive support

Calendar management

International travel booking

Multi-location coordination

Confidentiality

Communication

Education

Experience as EA to senior leaders

Tools

Concur

Ariba

Workday

Job description

PE Global is currently recruiting for an Executive Admin Assistant for a leading multi-national Pharma client based in Bracknell and Basingstoke.

This is an initial 12-month contract position.

The candidate will need to be flexible and able to spend 2 days a week in Bracknell, 2 days in Basingstoke and 1 day remote.

The pay band is between £15.12 and £20.16 per hour based on experience.

Duties of the role/Responsibilities

• Manage calendars, schedule meetings and resolve conflicts proactively for four leaders, prioritising by business impact
• Book flights, hotels and rail, including international and US travel and affiliate visits, with attention to policy, cost and itinerary resilience
• Schedule meetings with external partners and consultancies
• Collect agenda items and prepare agendas for monthly team meetings
• Maintain team calendars, including affiliate visit schedules
• Coordinate calendars across individuals and teams
• Run end-to-end logistics for in-person meetings with global attendees: visa invitation letters, hotel sourcing, airport transfers, catering, meals and meeting rooms
• Support international visitors to UK sites, including registering them in the visitors’ database
• Arrange travel and accommodation for students on placement between when travelling between office locations.
• Support the organisation of town halls, the annual team event and the end-of-year celebration
• Raise purchase order requests and complete the monthly purchase order review

Education/Experience

• Proven experience in an executive assistant or senior administrative role supporting multiple senior leaders at director level or above
• Strong calendar management in Outlook, comfortable managing conflicts across time zones
• Experience booking complex international travel and arranging visa invitation letters or equivalent visitor logistics

Experience organising multi-day face-to-face meetings or events for international attendees

Working knowledge of purchase-to-pay processes

Excellent judgement and discretion with confidential information

Clear, concise written and verbal communication

Desirable

• Experience in pharmaceutical, life sciences or other regulated large-enterprise environments
• Familiarity with Concur, Ariba, Workday or similar systems
• Experience supporting a global, matrixed organisation
• Confident using AI assistants and productivity tools to streamline routine administration (e.g. drafting agendas, summarising threads, preparing itineraries), with sound judgement on confidentiality and appropriate use within a regulated enterprise environment

***Please note our client cannot assist with any visa sponsorship and candidates must have the correct visa to live and work in the UK***