Executive Assistant - Fixed Term Contract

1054 GlaxoSmithKline Services Unlimited; United Kingdom; Hybrid; GBP 40,000 - 52,000; Full time

Job summary

GlaxoSmithKline plc is seeking an Executive Assistant for a 24-month fixed-term contract to provide high-level executive support to the SVP Head of Audit & Assurance and the global A&A team. The role covers diary management, travel coordination, and complex coordination across the US, UK, Europe and Singapore in a hybrid work setup.

You will handle sensitive information, manage multiple senior stakeholders, and navigate ERP/systems to support reporting and administration.

Qualifications

• Experience providing organisational and administrative support to senior stakeholders across locations/time zones.
• Experience troubleshooting issues, navigating company systems, and maintaining continuity of support across global teams.

Responsibilities

• Manage executive diary and scheduling for the SVP Head of Audit & Assurance and senior leaders across locations.
• Coordinate stakeholder meetings and travel; prepare itineraries and documentation.
• Support visa applications, passport renewals and travel logistics.
• Assist with expense reports and use company systems to ensure timely processing.
• Provide flexible, proactive administrative support across the A&A team globally.

Skills

Diary management

Stakeholder coordination

Cross-location support

Problem solving

CERPS/Fiori

Tools

CERPS/Fiori

Job description

Job Title: Executive Assistant

This is a Fixed term Contract role for 24 months that offers a unique opportunity to make a meaningful impact while gaining valuable experience.

Job Purpose

To provide efficient and comprehensive executive, secretarial and administrative support to the SVP Head of Audit & Assurance(A&A) and the global A&A team. The role supports the effective operation of A&A across locations, including senior A&A leaders and colleagues in the US, UK, Europe and Singapore.

Responsibilities

• Provide comprehensive and proactive diary management for the SVP Head of Audit & Assurance, scheduling, coordinating and monitoring appointments to optimise priorities and use of time.
• Provide proactive diary and stakeholder‑meeting support for senior A&A leaders across locations, including VPs, and coordinate recurring meetings such as stakeholder meetings and meetings with their teams and direct reports.
• Understand concepts and methodology of work performed to deal with issues for the manager and in manager’s absence using initiative and knowledge to bring resolution.
• Monitor manager’s inbox and deal with incoming and outgoing correspondence in a proactive and timely manner, as required.
• Be competent in various company systems (e.g. CERPS/Fiori) to prepare and submit expense reports for designated A&A leaders and provide expense support to other colleagues when required.
• Coordinate international travel as required including preparation of itineraries and collation of documentation.
• Support visa applications, passport renewals and other travel documentation and ensure travel vaccination guidelines are met for SVP and VPs as required.
• Organise logistics for various meetings (visitors, catering, etc.), conferences and events whilst adhering to the meetings policies, collaborating closely with internal/external parties.
• Plan and coordinate A&A team events across locations, including Together Days, holiday events and regional activities supporting A&A Week.
• Provide administrative and logistical support for external conferences attended or led by A&A colleagues.
• Maintain all A&A email distribution lists and coordination/rotos, for A&A Connect meetings; confirm upcoming sessions and arrange replacement facilitators where required.
• Provide ad hoc support to the A&A team as requested, including assistance with procedures and logistics.
• Act as a point of contact for A&A colleagues and the wider EA/administrative community, providing practical support and troubleshooting company systems, including raising service calls on colleagues’ behalf where appropriate.
• Undertake ad hoc reports/projects as required and may provide project leadership for department initiatives.
• Provide flexible support to the global A&A team across locations and time zones, including the US, UK, Europe and Singapore, as required.

Basic Qualifications

• Experience providing organisational and administrative support, including prioritising and coordinating work for multiple senior stakeholders across locations and time zones.
• Experience troubleshooting issues, navigating company systems, and maintaining continuity of support across global teams.

Preferred Qualifications

• A willingness to work flexibly and to go beyond to provide support to the team.
• Excellent collaborator with strong relationships across the EA community
• Strong relationship builder and team player
• Proactive thinker and self‑starter.
• Comfortable in collaborating with all levels of the organisation, with high level of awareness of interdepartmental relationships.

Work Arrangement

This role offers a hybrid working model, with a mix of on‑site and remote work.

Skills

• Business Application Support
• Customer Service
• Data Management
• Digital Fluency
• Office Management

Why GSK?

Uniting science, technology and talent to get ahead of disease together. GSK is a global biopharma company with a purpose to unite science, technology and talent to get ahead of disease together. We aim to positively impact the health of 2.5 billion people by the end of the decade, as a successful, growing company where people can thrive. We get ahead of disease by preventing and treating it with innovation in specialty medicines and vaccines. We focus on four therapeutic areas: respiratory, immunology and inflammation; oncology; HIV; and infectious diseases – to impact health at scale. People and patients around the world count on the medicines and vaccines we make, so we’re committed to creating an environment where our people can thrive and focus on what matters most.

Our culture of being ambitious for patients, accountable for impact and doing the right thing is the foundation for how, together, we deliver for patients, shareholders and our people.

Equal Opportunity and Diversity

GSK is an Equal Opportunity Employer. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, colour, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), military service or any basis prohibited under federal, state or local law.

Flexible Working

We believe in an agile working culture for all our roles. If flexibility is important to you, we encourage you to explore with our hiring team what the opportunities are.

Adjustments for Individuals with Disabilities

Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us at [e-mail] where you can also request a call. Please note should your enquiry not relate to adjustments, we will not be able to support you through these channels.

Recruitment FAQ

However, we have created a Recruitment FAQ guide. Click the Link where you will find answers to multiple questions we receive.

Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, GSK may be required to capture and report expenses GSK incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure GSK’s compliance to all federal and state US Transparency requirements. For more information, please visit the Centers for Medicare and Medicaid Services (CMS) website at https://openpaymentsdata.cms.gov/.

We are a global biopharma company with a special purpose – to unite science, technology and talent to get ahead of disease together – so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns – as an organisation where people can thrive. Getting ahead means preventing disease as well as treating it, and we aim to impact the health of 2.5 billion people around the world in the next 10 years. Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it’s also about making GSK a place where people can thrive. We want GSK to be a place where people feel inspired, encouraged and challenged to be the best they can be. A place where they can be themselves – feeling welcome, valued and included. Where they can keep growing and look after their wellbeing. So, if you share your ambition, join us at this exciting moment in our journey to get Ahead Together. Find out more on our career site.