Executive Assistant & Office Manager

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

Job Purpose:

Executive Assistant to the President of ClarusONE providing overall administrative support as well as office management. This role will also include some ad-hoc support to the wider ClarusONE Leadership Team when other Executive Assistants are on leave.

This role is responsible for a wide range of Administrative, Office Management 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 often be handling highly confidential information and documentation of a sensitive nature. The individual will be dealing with diary management, off-site/on-site meeting planning including board meetings, annual company all hands events etc. Travel arrangements including meeting planning for supplier conferences and visits, as well as other core administrative tasks will be a key focus for the role. This role also has a number of office management responsibilities as well as coordination with leadership and other Executive Assistants within the team, including liaising with the landlords management company and other third party contractors. The role holder will be self-motivated and able to work independently with minimal supervision. This includes interaction with colleagues at all levels, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Responsibilities:

• Full diary management for President – coordinating and scheduling meetings across multiple time zones and supporting their day to day needs
• Strategic and collaborative relationship building inside and outside the company, including other Executive Assistants as well as suppliers
• Assisting with the Presidents attendance at Member and supplier conferences/visits – 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 All Employee Meetings
• Timely management and reconciliation of expenses for President
• Overseeing the general day to day running of the office, assisting with landlord issues, ordering office supplies and overseeing general office maintenance, liaising with contractors where necessary. Responsibilities are split between the 3 Executive Assistants, however, planning coverage when one Executive Assistant is off will also be required by the Presidents Executive Assistant
• Representing and supporting team at the quarterly Health and Safety committee with focus on office related issues, as well as liaising with Legal and HR to ensure ongoing compliance to Health and Safety
• Coordinating cultural initiatives including employee of the month nominations, ask the LT etc
• Invoice/PO processing using Concur/SAP
• Supporting HR with interview scheduling for President
• Ad-hoc project/support work

Requirements

Education/Experience

• Bachelor’s degree, or equivalent experience.
• 5+ years advanced administrative support working with senior level executives.

Knowledge/Skills

• Excellent organisational management skills including diary management skills, as well as the coordination of executive and all company 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 preferred
• 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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