Senior Administrative Assistant

i-Pharm Consulting; London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A pharmaceutical consultancy is seeking a Senior Administrative Assistant to provide dedicated support to the Vice President of Regulatory Affairs and the senior regulatory team. This role involves managing complex diaries, organising travel, processing expenses, and supporting various administrative tasks. The ideal candidate has 5-10 years of administrative experience and proficiency in Microsoft Office. This position initially offers remote work with a transition to a hybrid model.

Qualifications

• 5-10 years of office and administrative experience supporting senior professionals.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe, Outlook, and Teams.

Responsibilities

• Manage complex diaries and prioritise schedules to optimise the VP’s time.
• Organise travel arrangements and logistical support.
• Process expenses timely through internal systems.
• Assist with training and travel request compilation and approvals.

Skills

Attention to detail

Organisational skills

Effective communication

Customer service orientation

Ability to work under pressure

Tools

Microsoft Office

SAP Concur

Ariba

Adobe

Job description

Job Title: Senior Administrative Assistant

Location: Site in Essex, Hybrid working

Contract: 12-month fixed term

About the Role:

We are seeking a highly organised and proactive Senior Administrative Assistant to provide dedicated support to our Vice President of Regulatory Affairs (RA) and senior regulatory team members based in Harlow. This role will initially be remote, with a one-day in-office meeting on the first day, transitioning to a hybrid working model from late September.

Key Responsibilities:

• Manage complex diaries and prioritise schedules to optimise the VP’s time.
• Organise travel arrangements and logistical support.
• Process expenses timely through internal systems.
• Manage Powers of Attorney (PoAs) including printing, signing, notarisation, and tracking for invoicing.
• Assist with training and travel request compilation and approvals.
• Support various ad hoc tasks such as document scanning, archiving, courier coordination, and presentations.
• Maintain stationery stock and process orders within Ariba.
• Update organisational charts quarterly using Visio.
• Raise and manage Purchase Orders via Ariba.
• Oversee internal data lists and assist with occasional event management.
• Manage annual professional membership renewals.
• Become a Super User for SAP Concur (Travel & Expense) and Ariba systems to support colleagues.
• Prioritise workload effectively with strong communication and confidentiality.

What We're Looking For:

Experience & Qualifications

• 5-10 years of office and administrative experience supporting senior professionals.

Technical Knowledge:

• Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe, Outlook, and Teams.
• Experience with SAP Concur, Ariba, and SAP is advantageous but not essential.

Skills & Competencies:

• Excellent attention to detail and typing accuracy.
• Ability to work well under pressure and meet deadlines.
• Strong organisational and prioritisation skills.
• Effective communication and teamwork abilities.
• Demonstrated initiative and customer service orientation.

How to Apply:

If you are a motivated administrator with a passion for delivering high-quality support and working within a dynamic regulatory environment, we’d love to hear from you.