Leadership Assistant

About us:

Here at Calyx, our mission is to shape the future of clinical research. Backed by decades of diverse global experience and the brightest minds in the industry, with our industry leading technology solutions, we support the Clinical Research industry bring new, advanced medical treatments to market, faster.

At Calyx, we are one team. We learn, grow and win together. Wherever you are in the world, by working for Calyx you will be supported by a team whose values and goals match your own and who are passionate about helping others.

Are you ready. To help us. Change the World.

Job Purpose:

The Leadership Assistant is responsible for providing an effective, proactive and timely personal administrative support and assistance to the Leadership team within an allocated function(s), in order to allow them to focus on the delivery and achievement of the business strategic goals.

Key Accountabilities:

Expenses: Manages timely submission and processing of expenses for the relevant ‘Chief of’ and/or Vice Presidents.

Travel : Responsibility for the travel arrangements for the ‘Chief of’ and/or Vice Presidents.

Meetings and Calendars: Be responsible for heavy calendar management requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings across multiple time zones. Arrange meeting agendas, attends meetings and take & distribute meeting minutes as required. Leadership Office: Liaise and collaborate with other employees across the Calyx SBU at all levels

Works and liaises with the communications team to produce business wide communications

Accountable and responsible for the collation and timely distribution of all functional metrics

Flexibility: in order to meet the demands of the leadership team

Responsible for the effective onboarding of new VP’s to the allocated function(s)

Other Carryout any other reasonable duties as requested.

Skills:

• Excellent interpersonal, verbal and written communication skills

• Proven experience in all Microsoft Office packages

• Clear and effective interpersonal, verbal and written communication skills at all levels

• Highly organized with the ability to prioritize workload and manage multiple conflicting deadlines with attention to detail and within agreed timelines

• High attention to detail

• Effective team player

• Proven influencing skills

• A flexible attitude with respect to work assignments and new learning

• Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail

• Must have the ability to work methodically in a fast-paced, time-sensitive environment

• Shows initiative and self-confidence, is adaptable and is able to cope with changing and evolving priorities

• Ability to identify and implement process improvements

• A self-starter and able to work under own initiative

• Ability to operate collaboratively within a global team environment 

• Takes ownership and responsibility  Qualifications

Knowledge and Experience:

• Solid professional experience in the same or very similar role

• Knowledge of working in a fast-paced matrix organization

• Experience of working within teams across various countries and cultures

• Fluent in English (written and oral)

• 2-3 years minimum office management experience

• Experience of organizing, supporting and delivering events and projects e.g. workshops, governance boards and other events involving external stakeholders, as well as delivering discrete packages / initiatives

• Experience of coordinating complex requirements and multiple demands, liaising with a range of internal colleagues (including senior staff) and external stakeholders.

• Experience of planning complex travel and associated travel visas.

Education:

• English: Fluent.

• Educated to degree level and/or other relevant qualification/experience