Executive Assistant to Chief Executive and Corporate Affairs

Job title: Executive Assistant to Chief Executive and Corporate Affairs
Reporting to: Executive Director, Corporate Affairs & Strategy
Department: Corporate Affairs
Location: London

About the ABPI

The ABPI exists to make the UK the best place in the world to research, develop and access medicines and vaccines to improve patient care. We represent companies of all sizes which invest in making and discovering medicines and vaccines to enhance and save the lives of millions of people around the world.

In England, Scotland, Wales and Northern Ireland, we work in partnership with governments and the NHS so that patients can get new treatments faster and the NHS can plan how much it spends on medicines. Every day, our members partner with healthcare professionals, academics and patient organisations to find new solutions to unmet health needs.

Working at the ABPI

We are committed to building an inclusive workplace where everyone can thrive, and we value the unique skills and perspectives you bring. We are an equal opportunities employer and welcome applications from all suitably qualified candidates, regardless of background or disability.

The ABPI operates a hybrid working model, with the expectation that staff are in the office (London Bridge) approximately two to three days per week, or as required for in-person meetings.

Primary objectives/ responsibilities

The primary responsibilities of the Executive Assistant to the CE are:

• Seamlessly manage the Chief Executive’s priorities and pro-actively plan time against priority stakeholders and members
• Provide full diary and meeting management, including the preparation of documents/pre-reads where necessary and rescheduling external engagements in response to changing priorities and latest developments
• Understand political and policy landscape and manage Chief Executive’s briefings accordingly alongside ABPI colleagues, ensuring briefings are completed at least 5 working days prior to meeting 
• Pro-actively work with members including Board members to ensure they can engage with the Chief Executive as required and are the ABPI’s main focus
• Advise the Chief Executive of key developments and proactively identify courses of action following liaison with other ABPI colleagues, particularly creating a strong link with the Chief Executive and Corporate Affairs Director/team
• Provide administrative support for the President of ABPI (inbox and invoice management, sending emails out on the President’s behalf to ABPI members)
• Manage the Chief Exec’s correspondence and prepare and send correspondence on the Chief Executive’s behalf
• Manage the Chief Executive’s email inbox and flag urgent items, particularly when Chief Executive is on annual leave
• Work closely with the ABPI events team with production of Chief Executive’s events
• Work across department functions to help deliver Chief Executive communications 
• Arrange travel schedules, itineraries, and reservations for the Chief Executive
• Ensure all the Chief Executives 121’s with direct reports are scheduled and expenses are processed promptly 
• Provide absence cover and additional support for other ABPI EAs as and when necessary
• Maintain an organised electronic filing system for the Chief Executive and update relevant databases
• Ensure the Chief Executive signs all documents on time
• Write up action points and follow ups for monthly and weekly Leadership meetings

The primary responsibilities of the Executive Assistant to Corporate Affairs are:

• Supports the Executive Director on administrative duties as required – mainly diary management, preparation and follow up with meetings and team plans
• Collaborates with other ABPI Executive Assistants and Departments to ensure seamless communications processes across the ABPI   
• Acts as primary contact point for other Departments and external stakeholders on administration issues
• Operates as a member of the Corporate Affairs Leadership Team, proactively making recommendations to improve administrative processes and ways the team can be more effective
• Organises external meetings and events as appropriate, including arranging premises, refreshments and invitations
• Maintains an organised electronic filing system for the Department and updates relevant databases
• Maintain a log of stakeholder engagement inc. filing all comms on Box
• Organise a range of internal meetings inc. monthly team meeting, External Environment meetings, mid/annual reviews
• Organise member meetings such as the monthly Corporate Affairs Forum – this includes arranging/liaising with external speakers to attend 
• Assisting the Events team with the organisation of the Annual and Conference
• Organise staff development days
• Supporting membership enquiries that come in to the ABPI by email
• Organise budget forms/contracts to be signed via DocuSign 
• Process invoices
• Keeping contacts up to date and sending out member emails via our CRM system HubSpot
• Keeping contacts up to date and organising member meetings via our meeting platform adam.ai
• Organising interviews, info packs, intro meetings and onboarding new staff
• Reporting: helping the Corporate Affairs Executive Director with quarterly reports and CEO reports
• Occasionally cover for reception

Performance criteria

Performance will be measured against annually set objectives established in line with ABPI objectives.  Performance criteria align to our values:  Communication, Collaboration, Innovation, Integrity and Ownership.

Experience and skill set

Qualifications and experience

• The Corporate Affairs Department is a dynamic and results focused teams demanding strong planning and organisation skills as well as a passion for engagement with members and a wide range of internal and external stakeholders.
• Interested in or experience in working with a Communications team including media relations or government affairs would be highly valuable – progress in this role could be within the Communications team itself.
• Interest or experience in supporting membership organisations where excellent customer service is a priority
• Ability to meet deadlines and prioritise, with successful experience of working on a range of simultaneous responsibilities
• Excellent skills in time management and communication skills
• Shows the ability to collaborate effectively as part of a team and to improve processes to increase efficiency
• Excellent oral and written skills
• Demonstrated ability to take effective meeting minutes
• Experience of organising travel arrangements and events
• Proficient IT literacy, including a thorough understanding of Microsoft Word, PowerPoint and Excel 

To apply

For a full job description and salary and benefits information or to apply for this opportunity please send your CV with a covering letter to Stephanie Faint, sfaint@abpi.org.uk. 

Please note

ABPI reserve the right to close this vacancy early if sufficient applications are received for the role. Therefore, if you are interested, please submit your application as early as possible.