At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

Job Summary:

The Executive Assistant is responsible for providing overall administrative support. Relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage several priorities at one time. This position is accountable for performing administrative duties in a professional and courteous manner with a strong emphasis on Customer Service to both employees and external clients. In addition, will be highly organised with an ability to demonstrate keen attention to details, adaptability, resourcefulness, and efficiency. Follow up in a timely manner, prioritize, and handle time-sensitive deadlines in a complex, fast-paced environment.

Essential Duties and Responsibilities:

Taking control of diary / calendar management, movements, scheduling meetings both internal and external, conference calls and travel arrangements.
Attend various management staff meetings, records minutes and action items, publishing minutes and follows up on actions.
Responsible for the meeting cadence, aligning diaries for key meetings, circulates key information and ensures information is communicated in a consistent and timely way.
Provide a bridge for smooth communication between the executives and internal departments and employees; demonstrating leadership to maintain credibility, trust, and support with management staff.
Responsibility for internal communications - writing and editing newsletter articles, communication emails, all emails pertinent to CSR initiatives, global initiatives. Responsibility for supporting the writing award submissions on behalf of West.
Schedule complex and detailed travel itineraries for Executives; visa, air, hotel, ground transportation.
Manage inbox emails and respond accordingly on Executive’s behalf.
Responsible for expense management, write up in Concur, approval & submission to finance.
Build all Executive agendas, presentation material and onsite support of all meetings in this area for Executives.
Book conferences and room reservations in local hotels, manage contracts, catering meals, special equipment needs, transportation and other related items.
Support the organization and execution of company or department events, Christmas events, CSR fundraising activities, and employee engagement activities.
Acts as back up to the Personal Assistant for annual leave and as required.
Other projects / duties as assigned.

Basic Qualifications:

Bachelor’s Degree and/or equivalent work experience supporting senior management / executives.
5 - 7 years of administrative experience
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Self-starter with the ability to work with autonomy in a team environment.
High level of verbal and written communications skills

Preferred Knowledge, Skills and Abilities:

Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with exceptional attention to detail.
Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrate proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Must be dependable, detail oriented, and able to multi-task.
A sense of urgency/initiative

Travel Requirements:

Minimal travel as deemed necessary.

Physical and Mental Requirements:

Standard office environment; extensive use of computers and telephone.
Requires at times the carrying of equipment/materials.
Communication, coordination, hand-eye coordination skills.
Applies judgment to resolve routine situations.
Writes clear, concise and neat information.
Must have foresight and planning abilities in order to multitask and manage competing priorities.

Delegation of Duties:

When absent from the site duties and responsibilities will be delegated to the following designates:

Personal Assistant

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to Apply.Accommodation@westpharma.com. Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening.

Executive Assistant

Job Description