Job description
Site Name: UK – London – Brentford
Posted Date: Jan 12 2024
We create a place where people can grow, be their best, be safe, and feel welcome, valued and included. We offer a competitive salary, an annual bonus based on company performance, healthcare and wellbeing programmes, pension plan membership, and shares and savings programme.
We embrace modern work practises; our Performance with Choice programme offers a hybrid working model, empowering you to find the optimal balance between remote and in-office work.
Discover more about our company wide benefits and life at GSK on our webpage Life at GSK | GSK
Reports to : Executive Assistant to Company Secretary
Job Purpose
Provide first class executive administrative and secretarial support to the Non-Executive Directors, to assist with Board arrangements for the Non-Executive Directors as required and provide support and assistance to EA to SVP, Company Secretary. To work closely and support the Secretariat team to ensure smooth running of the department.
Key Responsibilities include:
* Provide comprehensive assistance to the NEDs to enable them to carry out their roles. Liaise with their assistants, or with them directly for those who do not have administrative support; to arrange meetings, attendance at internal GSK meetings, Board Evaluation or new NED interviews/inductions, and attendance at any other events such site visits and the Annual Governance and Shareholder Meeting. Arrange for the distribution of fee-slips, share correspondence and other personal information as per their preferences.
* Monitor the Company Secretary’s inbox responding to and dealing with requests which relate to the Board and Non-Executive Directors (NEDs), where appropriate, to free up the Company Secretary’s time, flagging urgent issues and providing a response or bring forward where required. Assist the EA to Company Secretary to be an effective gatekeeper and provide assistance with her diary and inbox where required.
* Plan and arrange complex meetings and conference calls, ensuring appropriate technical arrangements are in place and all necessary information distributed to appropriate parties well in advance. Work with internal and external suppliers, e.g., Nasdaq BoardVantage (BV) to ensure the safe delivery of confidential documents.
* Create and upload Board and ad-hoc Committee papers as required, managing Committee membership within the system, liaising with the other key users to assist with the creation of new team spaces and users. Assist where possible with troubleshooting, planned maintenance and upgrades. Work directly with BV and/or Executive IT when required to facilitate these actions. Maintain an effective reporting system and security of the system by purging team spaces and storage of archived materials. Provide support and training to new users where required.
* Maintain the integrity of the data contained within BV ensuring that useful information for users is distributed when necessary and kept up-to-date. Distribute press releases and monthly Finance and IR reports as required. Upload and distribute materials for and to the GSK Leadership Team (GLT) as required.
* Work collaboratively with the Senior Executive Assistants to the CEO and GLT members.
* Play a key role in arranging the Annual Strategy meeting for the Board and GLT members and other events liaising with the Events Company and directly with suppliers where required. Provide assistance to the NEDs regarding travel and logistics.
* Work closely with HRG Executive Travel regarding travel to all Board and Committee meetings for the NEDs. Monitor the GSK flight policy during the Board & GLT Strategy meeting to ensure that NEDs and GLT are adhering to the policy. Provide information GSK Aviation regarding the Corporate Jet as required.
* In-depth knowledge of current financial expenditure systems and procedures (e.g., purchase order system, the Concur expenses process, cross charging, AMEX etc). Maintain accurate and detailed records for the purpose of reporting and auditing. Actively monitor costs and charges relating to travel and hotels. Liaise with Procurement and suppliers where required to ensure best possible prices.
* Attend and support meetings of Board and its Committees to ensure that all arrangements run smoothly. Actively monitor transport requirements for NEDs (flights, cars., etc.). Contact and co-ordinate presenters, consultants and visitors ensuring that they are kept informed regarding their attendance at meetings. Work with the catering teams and other suppliers to ensure that the meetings are adequately serviced. Where meetings are held overseas, travel will be required.
* Prepare confidential correspondence and papers and arrange for their secure distribution to the NEDs, Board and other key individuals within GSK as required. Operate an effective “bring forward” system for the NEDs, ensuring access to all papers and meeting materials well in advance of meetings, allowing time for a thorough review prior to each event.
* Communicate in writing decisions or actions reached at Board and Committee meetings on behalf of the Company Secretary.
* Building strong relationships with GSK’s Executive and NEDs, GLT members, Senior Executives and their teams to ensure that day-to-day interactions at the most senior level of GSK work smoothly.
* Co-ordinate with the Assistant Secretary – Plc & Shareholder Services, Chauffeur Manager and others in relation to the NEDs attending the AGM and other events.
* Cover for the EA – SVP Company Secretary in her absence.
* Work closely with the EA – SVP Company Secretary and the Senior Executive to the Chair to ensure effective communication on a day-to-day basis.
* Assisting the Company Secretary generally in the smooth running of the department and particularly in connection with her role in supporting the Board and NEDs.
* Monitor correspondence and requests from the NEDs, ensuring appropriate action is recorded and taken in a timely manner. Maintain files and other records, both printed and soft copy, in accordance with GDPR guidelines.
* Provision of telephone coverage for the Secretariat team, dealing with all telephone calls professionally and efficiently, where possible dealing with queries and redirecting calls as appropriate.
* General administration and ad-hoc support to other members of Secretariat.
Accountability:
* The role reports directly to the EA to SVP, Company Secretary.
* The post holder is expected to act proactively, using judgment to consult where appropriate with Line Management on appropriate solutions to issues as they arise.
* The post holder will be expected to deal with sensitive commercial and people related information and is expected to be able to respond on behalf of the Company Secretary and Non-Executive Directors as appropriate.
Complexity:
* The post holder will be required to operate within a fast-paced environment and ‘hit the ground running’, handling changes as they occur and flexing plans to accommodate often conflicting priorities.
* The post holder will need to work with a degree of flexibility often outside of normal working hours to provide papers and meeting materials to Board members and Non-Executive Directors.
* The post holder will be required to build effective relationships in order to influence and persuade other individuals at all levels to ensure adherence to agreed timelines and outcomes.
* In addition, they will be required to liaise with key stakeholders both within the GSK and externally requiring a high degree of professionalism given the sensitive, commercial and reputation risks associated with errors in interactions with senior executives and external advisors.
* Key to successful execution of the job will be the ability to build strong relationships at all levels both within GSK and with other stakeholders including CET and main Board Directors.
* The post holder will be expected to work without close supervision due to the complex and busy schedules of the individual supported – with the ability to prioritise, project plan and implement independently of direction.
Specialised Knowledge: Qualification / Skills / Experience Required:
* Experience of a large complex organisation. Company Secretarial experience/knowledge preferred.
* Significant previous experience in a Senior PA or EA role, supporting one or more senior executives (VP level or above)
* Excellent planning and organisational skills and the ability to prioritise a high volume of work.
* Some flexibility with working hours for specific projects and regular events will be required.
* Experience of dealing with confidential and sensitive information.
* Good understanding of administrative processes.
* Awareness of inter-functional relationships with other departments.
* High level of knowledge and skill in use of e-mail, Word, Excel, and PowerPoint.
* Experience using a Board Portal is preferred.
* Highly effective written and verbal communication, listening and interpersonal skills.
* Fast and accurate typing skills and shorthand desirable.
* Demonstrates team working ability, approachable at all times.
* Excellent interpersonal skills, able to project a competent and confident and professional image of the department to internal and external enquirers and stakeholders.
* Able to manage diverse routine and ad-hoc administrative projects simultaneously using creativity and independent judgment.
* Proven ability to exercise judgment and act proactively and independently in absence of Line Manager.
* Excellent attention to detail.
* Proven ability to think ahead and take initiative.
* Able to make decisions outside of standard processes with the support of Line Manager.
* Resilient individual who thrives working in a fast paced and changing environment.
* Demonstrates a positive approach to tasks and a ‘can-do’ attitude.
Job application end Date : 26th Jan 2024 COB
Why Us?
GSK is a global biopharma company with a special purpose – to unite science, technology and talent to get ahead of disease together – so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns – as an organization where people can thrive. Getting ahead means preventing disease as well as treating it, and we aim to positively impact the health of 2.5 billion people by the end of 2030.
Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it’s also about making GSK a place where people can thrive. We want GSK to be a workplace where everyone can feel a sense of belonging and thrive as set out in our Equal and Inclusive Treatment of Employees policy. We’re committed to being more proactive at all levels so that our workforce reflects the communities we work and hire in, and our GSK leadership reflects our GSK workforce.
As an Equal Opportunity Employer, we are open to all talent. In the US, we also adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to neurodiversity, race/ethnicity, colour, national origin, religion, gender, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class*(*US only).
We believe in an agile working culture for all our roles. If flexibility is important to you, we encourage you to explore with our hiring team what the opportunities are.
Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us on Ukdiversity.recruitment@gsk.com or 0808 234 4391.
Please note should your enquiry not relate to adjustments, we will not be able to support you through these channels. However, we have created a UK Recruitment FAQ guide. Click the link and scroll to the Careers Section where you will find answers to multiple questions we receive
As you apply, we will ask you to share some personal information which is entirely voluntary. We want to have an opportunity to consider a diverse pool of qualified candidates and this information will assist us in meeting that objective and in understanding how well we are doing against our inclusion and diversity ambitions. We would really appreciate it if you could take a few moments to complete it. Rest assured, Hiring Managers do not have access to this information and we will treat your information confidentially.
Important notice to Employment businesses/ Agencies
GSK does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact GSK’s commercial and general procurement/human resources department to obtain prior written authorization before referring any candidates to GSK. The obtaining of prior written authorization is a condition precedent to any agreement (verbal or written) between the employment business/ agency and GSK. In the absence of such written authorization being obtained any actions undertaken by the employment business/agency shall be deemed to have been performed without the consent or contractual agreement of GSK. GSK shall therefore not be liable for any fees arising from such actions or any fees arising from any referrals by employment businesses/agencies in respect of the vacancies posted on this site.
Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, GSK may be required to capture and report expenses GSK incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure GSK’s compliance to all federal and state US Transparency requirements. For more information, please visit GSK’s Transparency Reporting For the Record site.
We’re moving towards a more sustainable future with our new headquarters. With better public transport links and proximity to world-class science and technology institutions, we’re excited for our move to the vicinity of Earnshaw Street, London WC1A (“the New HQ”) by end H1 2024.
Privacy Policy / BBSTEM Limited | Registered in England and Wales | Company No: 11127036
#J-18808-Ljbffr