Senior Administrative Assistant

Parexelstrives to be the premier provider to the biopharmaceutical and medical device industries for the development and commercialization of new medical therapies worldwide. Our mission is to combine the strength of our expertise, experience and innovation to advance the worldwide success of the biopharmaceutical and medical device industries in preventing and curing disease.

This role is based at our Dublin office but has the flexibility to include 3 days a week working remotely.

The Senior Administrative Assistant will provide administrative support to Medical Writing Services (MWS) management as assigned, and will assist in the organization and running of the Medical Writing Services Department. They will provide support on Medical Writing projects as appropriate. The Senior Administrative Assistant must be conscientious, able to work with minimal supervision, have an aptitude for working with a variety of different software packages, exhibit a high degree of flexibility and initiative, demonstrate the ability to follow up on multiple tasks and projects, and possess the ability to handle matters of a confidential nature.

Key Accountabilities;

• Assumes the ability to meet the requirements of an Administrative Assistant with a higher degree of proficiency.
• Maintain and run general office procedures (including relevant documentation of such procedures) filing practices, ordering and maintaining of supplies and equipment for departmental use.
• Provide administrative support to Vice President, and to other managers as assigned, coordination of Outlook schedule, expense reports, filing, scanning, distribution of Accounts Payable reports and other financial reports, and collation of manager responses etc.
• Be the first point of contact during absence of Vice President
• Make travel and conference attendance arrangements including conference registration, hotel, flights and taxi bookings and payment
• Maintain MWS department CVs, ensuring that the Parexel policy is followed and CVs are kept up to date. Assist in the orientation of new Medical Writing Services staff, specifically with respect to general office procedures, email, PC software and network setup.
• Assist in the training of new Administrative personnel.
• Assist Medical Writers in any other billable project-related tasks, when assigned. This includes photocopying, faxing, assisting with client communication, set up and maintenance of project files and archiving.
• Coordinate internal and client meetings as required. This includes scheduling conference rooms, ensuring that equipment, such as projectors, are operational, arranging attendee invites, telecommunication set-up, i.e., teleconference booking, timely preparation and distribution of agendas and minutes of the meetings
• Coordinate signature of contracts.
• Coordinate collection of department metrics, or other productivity or quality measures, as required.
• Be a PMED coordinator for Medical Writing Services and ensure set up of standalone projects in PMED, as required.
• Be the Medical Writing Services Training Coordinator for the Parexel Learning Management System (LMS).
• Maintain department documentation such as organizational charts, personnel and phone lists, personnel slides in capabilities presentation, and SharePoint intranet pages. Ensure consistency between documents.
• Maintain Medical Writing Services experience database if assigned, and provide support to update other databases as assigned.
• Coordinate and track the archiving of project documentation when required.
• Assist with the preparation and formatting of Word documents, spreadsheets and presentations, as assigned.

Skills:

• Flexible attitude with respect to work assignments and new learning
• Accurate and detail orientated
• Strong organizational skills
• Excellent interpersonal skills
• Good verbal / written communication skills
• Time management skills, i.e., ability to manage multiple and varied tasks and prioritize workload
• Team player
• Client focused approach to work
• Able to handle confidential issues in a professional manner
• Fluent in written and spoken English Knowledge and Experience:
• Good knowledge of word processing software. Some experience with publishing software is preferred
• Basic knowledge of general office practice and business administration
• Considerable experience with computer applications including e-mail, word processing, spreadsheet, presentation and database management systems

Education:

• Educated to GCSE level or equivalent
• Background in business administration