Job Description

Role : Executive Assistant

Job Purpose

To provide highly efficient and proactive support to the Senior Executive Assistant (SEA) and the Chief of Staff (CoS) in the office of the CFO. The role reports into the SEA.

Key Responsibilities

• Ensure timely updating of compliance-related logs (G&H, meetings with PEPs
• Proactively maintain and update a wide range of documents for the office of the CFO including but not limited to contact lists, organisation charts, distribution lists, mailing lists, yearly planner
• Collate and distribute the weekly Finance Leadership Team movement sheet and update the weekly Global Leadership Team movement sheet
• Book meeting rooms, visitor passes and refreshments for meetings whilst adhering to the meetings policies
• Process expenses for the CFO, CoS and SEA on time and in adherence with company policies. Maintain accurate records for auditing and reporting.
• Process invoices and raise purchase orders in CERPS/Fiori for the Office of the CFO
• Purchase stationery and other supplies for the office of the CFO
• Assist the SEA with national and international travel arrangements for the CFO including researching flight options, pre-populating itineraries, visa applications and chauffeur car bookings
• Maintain the physical filing system in line with company and legal retention policies
• Assist with printing and binding documents
• Cover for the SEA during holidays and other absences
• Provide the Chief of Staff with administrative and diary support as directed
• Responsible for the CFO\xe2\x80\x99s catering requirements such as breakfast, refreshments throughout the day, lunch
• Any other tasks as required for a smooth running of the CFO daily calendar

Why you ?

Job-Related Skills/Background

• Experience of working in a large and complex organisation.
• Recognised qualifications in administration and software package usage (Word processing, PowerPoint, Spreadsheets and Databases).
• Competent in company systems (CERPS, Fiori, Workday, Groundspan, travel booking tool etc).
• A Level/GCSE English and mathematics.
• Strong organisational and administration skills.
• Ability to prioritise workload and working with tight deadlines whilst maintaining an excellent eye for detail.
• Strong interpersonal skills.
• Comfortable in collaborating with all levels of the organisation, with high level of awareness of interdepartmental relationships.
• Demonstrate team working ability.
• Good understanding of administrative processes.

Key Competencies / Ways of Working

• Internal focus \xe2\x80\x93 work collaboratively with the Chief of Staff, the SEA to the CFO and other assistants at GSK.
• Development - take a proactive approach to personal development, keeping abreast of relevant new technologies, tools, and processes to ensure the best support to the Chief of Staff and the SEA.
• Proactive thinking \xe2\x80\x93 proven ability to think ahead and take initiative.
• Flexibility \xe2\x80\x93 able to work in a fast-paced environment and with constant change. Manage competing requests for time effectively.
• Confidentiality \xe2\x80\x93 competent handling confidential information.
• Attention to detail \xe2\x80\x93 works to a high standard

APPLICATION CLOSING DATE \xe2\x80\x93 22nd Feb 2024

Why Us?

GSK is a global biopharma company with a special purpose \xe2\x80\x93 to unite science, technology and talent to get ahead of disease together \xe2\x80\x93 so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns \xe2\x80\x93 as an organization where people can thrive. Getting ahead means preventing disease as well as treating it, and we aim to positively impact the health of 2.5 billion people by the end of 2030.

Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it\xe2\x80\x99s also about making GSK a place where people can thrive. We want GSK to be a workplace where everyone can feel a sense of belonging and thrive as set out in our Equal and Inclusive Treatment of Employees policy. We\xe2\x80\x99re committed to being more proactive at all levels so that our workforce reflects the communities we work and hire in, and our GSK leadership reflects our GSK workforce.

As an Equal Opportunity Employer, we are open to all talent. In the US, we also adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to neurodiversity, race/ethnicity, colour, national origin, religion, gender, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class*(*US only).

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.

Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us on or 0808 234 4391.

Please note should your enquiry not relate to adjustments, we will not be able to support you through these channels. However, we have created a UK Recruitment FAQ guide. Click the and scroll to the Careers Section where you will find answers to multiple questions we receive

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We\xe2\x80\x99re moving towards a more sustainable future with our new headquarters. With better public transport links and proximity to world-class science and technology institutions, we\xe2\x80\x99re excited for our move to the vicinity of Earnshaw Street, London WC1A (\xe2\x80\x9cthe New HQ\xe2\x80\x9d) by end H1 2024.

GlaxoSmithKline