Executive Assistant

Executive Assistant

Oxford, Harwell Innovation Campus

Purpose:

The Site Executive Assistant (EA) needs to ensure that all administrative business requirements are carried out in a planned, organised, effective and timely manner. The EA will need to support key stakeholders in areas such as: travel arrangements, organizing and managing visitors’ needs, arranging conferences and meetings, communications and general administration.

Reports to:

The EA reports directly to the Site General Manager

Liaises with:

The EA must work in seamless harmony with the Facilities Co-ordinator and other Site based administrative support, and must:

• avoid taking holidays at the same time
• exchange best practice amongst each other
• provide cover for absences as far as is practicable
• provide an administrative service to all as required

Stakeholders:

• Oxford Leadership Team of GM and Directors

The Role

General Administration:

• Document, type up and distribute notes in meetings for relevant stakeholders
• Central point of contact for site company credit card and information
• Egencia contact and the administrator for the Egencia travel account
• Control Confidentiality Agreements with suppliers and other visitors
• Order and maintain all stationary supplies for site, including managing POs, payment and prices
• Regularly update and distribute the approved contractor list
• Reconcile credit card expenses on Concur
• Update relevant systems as advised by relevant stakeholders
• Central point for external Courier

Travel:

• Coordinate travel arrangements for key stakeholders where required
• Coordinate necessary travel arrangements for key visitors e.g. transport and hotel. Manage the Visitor “meet & greet” arrangements
• Central point of contact for car hire, including managing bookings, queries, invoices and payments
• Main point of contact with Enterprise Car Hire

Communication:

• Communicate weekly forthcoming site visits e.g. audits, customer visits
• Produce key Leader weekly “where about” lists
• Coordinate, produce and distribute the site bi-monthly newsletter
• Update and distribute monthly metrics
• Update communication screens across site
• Assist with general communications e.g. all user e-mails to employees
• Assist with the development and usage of the Oxford portal

Meetings & Conferences:

• Maintain all meeting and conference rooms and ensure correct equipment is available
• Inform Facilities if general meeting and conference room cleaning is required
• Support IT in setting up equipment for conferences (when IT are not available) e.g. projector, telecom etc
• Assist key stakeholders in ensuring meeting rooms are available for business priority meetings
• Organise key customer 1:1s or quarterly reviews for site GM
• Coordinate and manage annual off-site conferences e.g. SLT or TMT away days
• Coordinate and manage Town Halls, including attendance, agenda, equipment (with support from IT) and communications. The EA may be required to work longer hours on these days
• Ensure meeting provisions are organized e.g. buffet lunches for customer visits or site-related meetings
• Take notes for appropriate site meetings e.g. management meetings
• Build presentation packs and relevant information for key stakeholders to deliver

This will be an evolving role as the company goes from start up to operational readiness. The EA is expected to have a ‘can do’ attitude and will happily be involved in anything that needs doing to support the Oxford site and needs of the business.

Catalent offers rewarding opportunities to further your career! Join the global drug development and delivery leader and help us bring over 7,000 life-saving and life-enhancing products to patients around the world. Catalent is an exciting and growing international company where employees work directly with pharma, biopharma and consumer health companies of all sizes to advance new medicines from early development to clinical trials and to the market. Catalent produces more than 70 billion doses per year, and each one will be used by someone who is counting on us. Join us in making a difference.

Catalent is committed to the health and safety of its employees, visitors and the customers and patients we serve. As a result of the global pandemic, we have modified many of our recruitment and on-boarding processes to maintain everyone’s safety. The Human Resources teams will communicate all necessary safety processes and procedures throughout each stage.

personal initiative. dynamic pace. meaningful work.

Visit Catalent Careers to explore career opportunities.

Catalent is an Equal Opportunity Employer and does not discriminate based on any characteristic protected by local law.

If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email, and confirming your request for an accommodation and include the job number, title and location to DisabilityAccommodations@catalent.com. This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by a U.S. Catalent employee and then routed to a local recruiter who will provide assistance to ensure appropriate consideration in the application or hiring process.

Notice to Agency and Search Firm Representatives: Catalent Pharma Solutions (Catalent) is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Catalent employee by a third party agency and/or search firm without a valid written & signed search agreement, will become the sole property of Catalent. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.