Executive Admin Assistant

This exciting role provides advanced administrative support for a Senior Vice President of IQVIA. Using your exceptional complex diary management skills, you’ll be responsible for the daily coordination of many complex meetings whilst communicating proactively and efficiently with various key stakeholders. You’ll be adept at building networks and enjoy working collaboratively across your peer group. You’ll be required to conduct a range of diverse administrative or staff functions, which may include finance, human resources, information technology, planning, supply, and other corporate services. This role reports to the Administration Manager.

Key responsibilities

• Sole, autonomous responsibility for the SVP’s diary. Schedules meetings and conference calls across global time zones with sensitivity and awareness of any urgency

• Arranges complex domestic and international multi-leg travel, with detailed itineraries reflected in the calendar, obtaining visas when necessary and ensuring local country and company policies and procedures are strictly adhered to

• Ensures expenses are processed and approved on time and in accordance with company policy

• Schedules and coordinates logistics for on and off-site meetings and events, including logistics for large, multi-team virtual Town Hall meetings, using company approved software. Liaises with various support departments to ensure a successful event

• Maintains department distribution lists, ensuring accuracy at all times

• Maintains administrative processes and filing systems

• Drafts responses under own signature when appropriate

• Sets priorities and procedures, working with others as required

• Handles procurement requests and processing (P-card management) on behalf of SVP and team

• Supports onboarding/offboarding activities within the team, ensuring correct policies and procedures are followed

• Investigates or fact-finds to prepare the executive for internal activities, public events, speaking engagements or similar affairs

• Maintains standards of strict confidentiality with respect to all matters and documents

• May perform various personal services including making reservations and scheduling

Essential skills required

• Exceptionally strong diary management, organizational and time management skills.

• Solid PC skills, including an advanced/expert competency level in Microsoft Outlook, spreadsheet and database management software

• Excellent follow-through and ability to execute reminders without being intrusive  

• Consistently displays outstanding judgment, professionalism, diplomacy and discretion

• Commitment to high standards of excellence regardless of the deadline pressures  

• Flexibility to adjust to constantly changing demands and priorities

• Equally comfortable being a strong team player or working independently

• Communicates effectively and respectfully with company executives, employees, vendors and customers at all levels

• Provides exceptional administrative support, working effectively with employees, customers and business associates at all levels 

• Accountable for own actions

At IQVIA, we believe in pushing the boundaries of human science and data science to make the biggest impact possible – to help our customers create a healthier world. The advanced analytics, technology solutions and contract research services we provide to the life sciences industry are made possible by our 70,000+ employees around the world who apply their insight, curiosity and intellectual courage every step of the way. Learn more at jobs.iqvia.com.