Personal Assistant - Managing Director Rx at GlaxoSmithKline

Requisition ID: WD204627
Location: Nigeria-Lagos
Position: Full time
Functional area: Administrative Services
Relocation: Not Indicated

Job Purpose

• To provide support to the GM/Managing Director, and other commercial functions in managing the office.
• Manage travel logistics for the Pharma LT (other than Sales) and support expense management.
• Have some understanding of public relations in relevance to the pharma industry to support the GM’s office and by extension safeguard GSK’s image.

Job Responsibilities

• Provide support and work hand in hand with Managing Director Rx and Pharma Team Member and ensure all administrative works are completed at a given time.
• Provide office management and secretarial support to the Managing Director and Pharma team members within Nigeria.
• Extensive diary management, confirm meeting appointments, arrange face to face & telephone conferences, organize meetings, book meeting venues, invite attendees, schedule lunch, dinner & ensure completeness of meeting documents & other services as required.
• Retire all expenses for both the Managing Director and departmental expenses on both Credit Cards dollar/naira and cash expenses respectively monthly and ensure all Purchase Orders are raised on JD Edwards/E-form promptly for the departmental requirements and follow through all approvals to the point of delivery Pharma Managing Directorate’s Office
• Discuss and arrange the Managing Director’s official engagements. Compile, collate reports and presentations and follow up with external contacts.
• Be the first point of contact across all other functions to run the Managing Director’s office by becoming the point of reference for internal and external stakeholders.
• Maintain and record on the SharePoint Site the minutes and agenda of Leadership Team meetings.
• Champion record retention archive system for Managing Director’s office:
• Review filing & Review documents to ensure the objectives of record retention.
• Coordinate a seamless travel plan for the Managing Director Rx and above country guests for pharmaceutical unit according to GSK travel policy and preparation of travel documents:
  • Coordinate communication and channels
  • Issuance of appropriate letters – Invitation and Introduction
  • Ensure Adequate accommodation arrangements
  • Organize airport arrival Meet and Greets
  • Arrange for transfers on arrival to hotel, office etc. as well as Armed Escort if required and prioritize tasks around them
• Coordinate and manage the organization and logistics of all internal and external business events - Retreats, Breakfast & Lunch meetings as well as Business Dinners.
• Monitor fuel transactions on the Managing Director and Finance Director’s official vehicles.
• Support Communications and Government Affairs unit in responding to external correspondence for both Rx/Cx entities to regulatory and non-regulatory bodies as well as government officials.

Why You?
Basic qualifications:

• Minimum requirement is a Diploma Administrative or Secretarial Business Studies.
• IT literacy with proficient knowledge of Microsoft office packages especially Excel.
• Basic accounting qualifications will be an added advantage.
• Good typing skills.
• More than 5 years’ experience in a multinational office environment and flexibility to work with minimum supervision.

Knowledge:

• Strong interpersonal skills
• Broad understanding of Pharmaceutical business and the environment it operates in
• Excellent Communication and customer care skills
• Ability to handle confidential and sensitive information in a discreet and professional manner
• Must have initiative and make sound judgement.
• Should be able remain calm, focussed and organised to deliver results on time.
• Excellent written and spoken English
• Basic financial understanding
• Current knowledge of statuary requirements and codes of governing pharma industry.