Shire Jobs

The primary responsibility of an Executive Assistant is to enhance the effectiveness of the REPH Senior Leadership Team by providing administrative, communications, information management support and representation for senior executive(s).

Duties include but are not limited to:

• Provides secretarial/administrative support directly to executives, exercising confidentiality, tact and diplomacy.

• Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries.

• Receives, screens and directs incoming calls, visitors, mail and email, prioritizing for action or communicating key messages or responses.

• Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses (reimbursements & liquidations).

• Participates in the development and implementation of secretarial standards, policies and practices for the organization.

• Visitor hosting and coordination for business and account representation – booking meeting rooms/temporary offices for stakeholders/BU, VIP set up, assist in hotel accommodation, and ground transportation and creation of agenda to match business priorities.

• Provide assistance in onboarding new Senior Leaders – make sure that all equipment needed are provided, schedule meet & greets with key executives, team members and stakeholders.

• Organize events, including team meetings, conferences, team buildings and webinars.

• Industry Partners such as AmCham, CCAP, IBPAP etc.

Accountabilities:

The Executive Assistant will be responsible of the following:

• Schedule Management

The primary caretaker of Head of Corporate Services work calendar – setting up travels, meetings, speaking engagements, presentations and other appointments. The EA is responsible in ensuring that there are no scheduling conflicts and that the MD knows where and when they need to be.

• Office Management

Ensures that everything is in place for office to run smoothly – keeping up with office supplies inventory and VIP snacks and beverages, negotiating with vendors, approving leaves request of Key Senior Leader’s direct reports, etc. Accountable for booking meeting rooms, accommodations, venues, VIP set ups and arranging transportation for stakeholders.

• Communication Liaison

Manages the flow of information to members of Key Senior Leader’s direct reports (SLT) and Mancomm. He or she has the capability to screen phone calls, open and sort email, summarize reports received before passing the information to the Key Senior Leader.

• Information Preparation

The EA is also highly involved in preparing and formatting information for internal and external distribution – including decks and presentations to stakeholders, writing letters and memos, reports etc.

• Data Analysis

The EA also has the ability to do data analysis, using a combination of computer and critical thinking skills, and can provide analyses for important reports affecting the work and performance of the Head of Corporate Services.

Qualifications:

• Proficient in MS Excel, Word and PowerPoint (MS Office)

• Bachelor’s Degree in any field

• 3-5 years of experience as an Executive Assistant or similar

• Strong written and verbal communication skills with strong stakeholder management and presentation skills

• Strong organization and analytical skills

• Ability to work independently, with limited supervision, whilst participating fully as a member of the Automation team.

• Flexible and dynamic personality.

• Assertive and confident raising action points with senior individuals.

• Work with individuals to understand and build detailed process maps and business requirements documents.

• Ability to rapidly grasp processes and identify potential automation solutions.

• Willingness to learn and become an expert in automation and other Intelligent.

• A team player that is willing to learn and adapt in a high pace delivery environment.

  LexisNexis, a division of RELX, is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law. We are committed to providing a fair and accessible hiring process. If you have a disability or other need that requires accommodation or adjustment, please let us know by completing our Applicant Request Support Form: https://forms.office.com/r/eVgFxjLmAK , or please contact 1-855-833-5120.

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