Executive Admin Assistant

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

Interested candidates should submit an updated CV.
Please click the link below to apply.

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

Although it is not possible for us to respond to all applications, we at PE Global will do our upmost to give you feedback on your application. You have sent your Cv into us as a company and even though you have sent your CV to a particular position, we are making the reasonable assumption that you are active on the job market and as part of our normal recruitment service we will discuss other suitable positions with you. You are free to opt out of this so please specify in your application to us if you just want to be contacted in relation to a specific vacancy. Your Cv is sent to a central recruitment inbox which a number of people in the applicable PE Global division have access to and so this means that you might not be contacted by the named person in this advert
Only candidates based in UK and eligible to work in UK are allowed