Job Title: Executive Assistant / Senior Administrative Assistant

Location: London (Hybrid)

Contract: 18 months (strong likelihood of permanent)

Hours: 37 hours per week (7 hours per day)

Role Overview

We are currently seeking experienced Executive Assistants and Senior Administrative Assistants to support a global clinical and research environment within the pharmaceutical/biotechnology sector. These roles play a key part in ensuring smooth coordination of senior stakeholders, operational activities, and administrative processes across cross-functional teams.

Key Responsibilities

• Coordinate and manage logistics for GCT meetings, including scheduling, attendance tracking, and minute preparation.
• Administer GCT Meeting Manager (set up meetings, maintain study/program details, manage team access).
• Support HCP contracting processes, including payment follow-ups using systems such as Qlik Sense.
• Manage onboarding activities for new hires (equipment setup, introductions, scheduling, and logistics).
• Coordinate team engagement activities such as events, team meetings, and internal initiatives
• Manage complex calendars and travel arrangements for senior stakeholders (CDHs, GPCHs, CD(M)Ds).
• Track travel costs and complete expense reports via CONCUR.
• Support IT requests, order equipment and supplies, and resolve general administrative queries
• Assist in organising advisory boards, steering committees, and global meetings (including working with KOLs and PIs).
• Create and manage purchase orders (POs) and support congress registrations.
• Provide administrative support for C-ISRC activities, including task coordination, follow-ups, and stakeholder communication.
• Handle ad hoc administrative tasks as required.

Role Requirements

Executive Assistant:

• Minimum 5 years’ experience in an Executive Assistant role
• Background in Pharmaceuticals, Biotechnology, or CRO environments (essential)
• Strong stakeholder management experience alongside administrative expertise

Senior Administrative Assistant:

• Minimum 5 years’ experience in administrative roles
• Experience within Pharmaceuticals or Biotechnology (essential)
• Strong focus on administrative coordination with less stakeholder management

Skills & Competencies

• Excellent organisational and multitasking abilities
• Strong communication and interpersonal skills
• High attention to detail and accuracy
• Ability to work in a fast-paced, global environment
• Proficiency in Microsoft Office and administrative systems
• Strong problem-solving skills and proactive approach

Why Apply?

• Opportunity to work within a leading global pharmaceutical environment
• Long-term contract with strong potential for permanent placement
• Exposure to high-level stakeholders and global clinical operations
• Flexible hybrid working model

If you have strong administrative experience within life sciences and are looking for your next opportunity, we would love to hear from you.