Executive Assistant – ClarusONE (12 month FTC)

ClarusONE Sourcing Services, LLP, provides strategic generic pharmaceutical services for both Walmart Stores, Inc. and McKesson Corporation.

This is a natural next step for the companies, which have more than two decades of history working together to improve the quality and lower the cost of pharmaceutical care to patients. 

This partnership leverages McKesson’s demonstrated strength and expertise in global pharmaceutical sourcing in conjunction with Walmart’s strength and commitment to delivering leading health and wellness services to their customers.

As part of this arrangement, McKesson and Walmart have established this organisation in London to provide strategic sourcing services for both companies.

Job Title: Executive Assistant

Location: London, United Kingdom

Contract Type: 1 year fixed term contract

Working Pattern: Hybrid with 3 days on site in Russell Square, London

Job Purpose:

This Executive Assistant provides overall administrative support to the Chief Commercial Officer, supporting both Sourcing and Member Engagement teams. This role will also include some ad-hoc support to the wider ClarusONE Leadership Team.

This role is responsible for a wide range of Administrative and Executive Support related tasks and the individual will be required to have a complete understanding of company operations, policies, and procedures as they will be handling highly confidential information and documentation of a sensitive nature. The individual will be dealing with diaries, off-site/on-site meeting planning, travel arrangements and other core administrative tasks. The role holder will be self-motivated and able to work independently with minimal supervision. This includes interaction with colleagues at all levels, both internal and external to ClarusONE, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Responsibilities:

• Full diary management for Chief Commercial Officer – coordinating and scheduling meetings across multiple time zones
• Main point of contact for Suppliers and Members visiting the offices; arranging meetings both in the UK and overseas and supporting the Sourcing and Member Engagement teams in the office with the set up and management of the meetings
• Strategic relationship building inside and outside the company
• Liaising and forming strong relationships with EA’s across the partnership
• Assisting the Sourcing Team with updating and keeping the supplier contact database up to date
• Assisting with attendance at annual conferences – Booking and organising complex travel and accommodation, arranging meetings and travel itineraries
• Meeting organisation and preparation both on-site and off-site such as Board Meetings and Offsite All Employee Meetings
• Timely management and reconciliation of expenses for Chief Commercial Officer
• Supporting the President’s EA with running of the office, assisting with IT, ordering office supplies and overseeing general office maintenance, liaising with contractors where necessary
• Invoice/PO processing using Concur/SAP
• Supporting IT on website and intranet development and maintenance
• Supporting HR with interview scheduling
• Onboarding of new employees and scheduling of new joiner sessions and meetings
• Ad-hoc project work
• Liaising with Legal to ensure ongoing Health, Safety and Security compliance

Requirements

Education/Experience

• Bachelor’s degree, or equivalent experience
• 2-3 years advanced administrative support working with senior level executives

Knowledge/Skills 

• Excellent diary management skills, including the coordination of complex executive meetings
• Strong experience/knowledge of booking complex travel and arranging meetings over multiple time zones
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Knowledge of Conur/SAP and Workday platforms
• Expert level written and verbal communication skills, strong decision-making ability and attention to detail
• Prioritisation and time management skills
• Ability to think on your feet and complete tasks with minimum supervision
• Strong, professional inter-personal skills that always represents our company in the strongest manner possible
• A strong team orientation, willing to support and assist others within the office

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