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Personal Assistant

  • Full-time
  • Permanent
  • OFFICE BASED - with travel
  • Competitive salary, based on experience (£25,000 - £32,000)

Novumgen – the group of Entrepreneurs and Scientists.

Novumgen is a diverse, integrated specialty pharmaceutical and biological company focused on investing, developing, manufacturing, and supplying innovative products that provide benefits to patients and prescribers. We are focused on delivering life-changing medicines that contribute safety and value to patients, healthcare institutions, and prescribers across the globe.

As a company, Novumgen has made a lasting commitment to patient safety, introducing new products to our portfolio while maintaining unrivalled quality and exceptional service to the pharmaceutical industry.

We are currently looking to recruit a Personal Assistant, with experience in the UK, for our Executive Team. The role of our Personal Assistant will be varied; no two days will be the same. You’ll need to be naturally solutions-focused, assessing inquiries, situations, and issues for appropriate priority and action. Your strong IT skills will also mean that you look for new ways to automate tasks and improve efficiencies to support the Chief Executive’s immediate work and the wider business support team.

Our office is based in Hemel Hempstead, Hertfordshire. You will need to be able to travel there, to organize, and support meetings, and initiatives. There may be further travel, to accompany the Executive Team on their travel commitments.

Job Description

Responsibilities :

  • Be responsible for the overall direction and coordination of the team’s administration.
  • To effectively organize their time based on strategic priorities and corporate deadlines.
  • Regular monitoring of inboxes to categorize and/or file, flag priorities, delegate, and action as appropriate.
  • Interact with stakeholders to arrange meetings, conference calls, diary schedules, etc.
  • Prepare minutes of meetings and assist with the follow-up actions from meeting outcomes.
  • Travel booking and coordination, submission of expense claims, coordination of travel requirements for the Management Team, and Associates.
  • Coordinate visitors on behalf of Senior Management.
  • Develop presentations and agendas for organization meetings.
  • Coordinate and manage the correspondence, phone calls, and meeting schedule.
  • The Candidate would need to be able to travel to the Hemel Hempstead, Hertfordshire office.
  • Draft, prepare, and distribute documents and correspondence related to meetings, phone calls, and teleconferences.
  • Minute-taking for Executive level meetings.
  • Handling invoices and expense claims.
  • Retrieve and research information when requested.
  • Receive and direct visitors and suppliers.
  • Assist in the organization and logistics of company meetings and Executive meetings as necessary.
  • To use initiative in resolving issues and proactively identify service improvements, making recommendations to improve working practices with consideration for individuals’ requirements and best practice.
  • Perform miscellaneous duties as assigned.

General responsibilities :

The applicants will be/have the following:

  • Ability to work flexibly to support business needs as required.
  • Able to demonstrate evidence of problem-solving.
  • Competent in using computer-based packages, excel, word, MS Outlook, and Teams.
  • Proven experience coordinating/assisting with Executive meetings.
  • Excellent administrative and organizational skills with the ability to prioritize/multi-task.
  • Able to work on own initiative with little central support.
  • A proactive approach to work and generating ideas - suggesting new ideas/processes of working.
  • Display a high level of computer literacy and accuracy.
  • IT Literate – Office365 including MS Teams, SharePoint, Outlook, Word, PowerPoint, Excel, and Corporate shared systems.
  • Highly organized with the ability to prioritize and work to short deadlines.
  • Experience in office-based administration, working in a complex and changing environment.
  • Good verbal communication skills as will be speaking on behalf of the Chief Executive.
  • Uses initiative appropriately to assess and prioritize tasks.
  • Complex diary and email management, on behalf of another.
  • End-to-end event and meeting management.
  • Effectively organizing self and others operating at a senior level.

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