Executive Assistant (King's Cross office)

Parexel is looking for an Executive Assistant to support one of our Executive Vice Presidents based in UK. In this role you will handle a wide range of administrative tasks related to diary and mail management, as well as provide executive support for business leaders and clients. You will also be responsible for clients’ meetings management. This will involve tasks like organizing meetings, manage clients arriving to the office, organizing facilities, and making sure that our clients are hosted properly.

We are looking for someone who can work independently with minimal supervision. As a well-organized and flexible team player, the Executive Assistant shall carry out all expected functions to the highest standards of quality and efficiency with professionalism and confidentiality.

This is a hybrid role, presence in our new office in King’s Cross will be expected.

Key responsibilities:

 • Responsible to ensure executive’s time is effectively utilized and to manage and understand their needs, liaising with colleagues on a global basis to manage projects, reporting, and information flow, internally and externally.

 • Work with the executive to maximize his / her efficiency by collecting and organizing incoming correspondence/materials.

 • Proactive in assessing the executive’s workload in order to identify opportunities to provide additional support to him / her.

 • Screen calls and emails in the absence of the executive, using own initiative and responding as appropriate or escalating where necessary.

 • Interact with Senior Management, Vice Presidents, Clients, Investors, and International Offices as required.

 • Provide support to visiting senior executives as well as clients by organizing accommodation, transport, lunches, etc.

 • Responsible for heavy, intricate calendar management requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings across multiple time zones and cultures.

 • Arrange meetings – source the venue, communicate the logistical details to the delegates, provide master formats, distribute the agenda and materials where necessary, attend to ensure the meeting minutes are accurately recorded. Advance scheduling and coordination of all regularly occurring meetings.

 • Gather and collate information, consolidating data as agreed to ensure executives are prepared for all meetings and teleconferences, prompting where action items have been allocated.

 • Manage and maintain relevant / departmental data and databases as appropriate.

Skills and Experience required for the role:

• Experience supporting those at the Executive level.

• Exposure to global operations and / or professional services.

• Ability to work in a customer-focused, fast-paced and rapidly changing environment with the ability to prioritize workload and manage multiple and varied tasks.

• Ability to successfully work in a (“virtual”) team environment.

• Excellent oral and written communication skills – able to communicate on all levels.

• Proactive individual, able to work on own initiative.

• Forward-thinking team player with a flexible attitude with respect to work assignments and new learning.

• Advanced knowledge of relevant software such as MS Office (Word, Excel, PowerPoint), Outlook, Skype for Business, SharePoint, and Concur.

• Excellent oral and written communication skills – able to communicate on all levels.

• Strong emotional intelligence