EA - Maternity Cover

Executive Assistant

Maternity Cover position

Kings Cross

Intercept is an exciting new biopharmaceutical company, with Headquarters in the US. We plan to be the credible partner in progressive, non-viral Liver Diseases to physicians, patients, payers and the broader scientific community. As Intercept continues with commercialization in 2018, we are creating a European organization full of people who are committed to bringing new innovation in Liver Diseases, and we are looking for an exceptional Executive Assistant to join our International Headquarters in central London to cover a maternity leave, on an initial 9-month fixed term contract basis.

Reporting directly to the VP Medical Affairs INTL, the Executive Assistant must be creative and enjoy working within a rapidly growing environment that is mission-driven, results-driven and globally oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This role will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position also provides complex administrative support functions for various departments within the UK, London Affiliate, ensuring efficient office operations and has the ability to work independently.  Strong initiative, follow through and the ability to recognise the bigger picture is essential for this position.  

ESSENTIAL FUNCTIONS:

To perform this job successfully an individual must be able to perform each essential function satisfactorily:

• Responsible for heavy calendar management utilizing Outlook.
• Experience with support of remote management and team members
• Where required, prioritize and screen emails for senior leadership
• Coordinate meeting arrangements:
• Schedule meetings (often across multiple time zones) with internal and external groups as needed - including organizing all meeting logistics (availability of attendees, meeting rooms and equipment, online conferencing via WebEx and catering as required)
• Preparation of agendas and pre-read documentation prior to meetings
• Ability to autonomously compile clear minutes and action-lists from meetings
• Follow up of action items and filing of meeting notes utilizing SharePoint cloud based system 
• Working with Procurement to coordinate contracts and PO’s
• Working with Finance to track budgets for monthly reporting.
• Assist with creating/editing executive level presentations as may be required
• Assist with travel needs in accordance with Intercept Global travel policy (air, hotel, car, visa, etc.) via the International Travel Agent / Concur On-line booking tool
• File expense reports using online system Concur Expense
• Work closely with Senior Executive Administrator and assist with input to, and processing of, any improvements or changes resulting from admin team meetings
• Back up to other administrative assistants across the International Region
• Handle confidential material effectively and discreetly
• Establish, update and maintain departmental files (paper and electronic) and records
• Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding departmental business.
• Type and format confidential and non-routine documents
• Act as an “ambassador” for Intercept when interacting with the external environment

REQUIRED KNOWLEDGE AND ABILITIES:

• Strong verbal and written communication skills are essential
• Excellent organization and multi-tasking skills
• Experience in providing administrative support to senior executive and team members, as well as managing multiple projects at one time
• Proven ability to work under tight deadlines and pressure in a composed manner
• Requires an eye for detail to sense check accuracy in written documentation (e.g. email / meeting invitations / correspondence)
• Exceptional interpersonal skills and problem solving capabilities
• Ability to juggle multiple projects with superb accuracy
• Exceptional customer service skills, over the phone, by email and in person. Confident in liaising with external customers and senior stakeholders across the organisation
• Ability to work effectively across a matrix organization
• Ability to work independently and prioritize with minimal daily instruction
• Ability to think strategically in order to improve current processes
• Ability to work in a pro-active manner whenever possible
• Ability to demonstrate a genuine interest and curiosity for all aspects of the business and consequently prioritize and input accordingly
• A strong sense of personal accountability is essential
• A willingness to operate in a fast paced environment with considerable ambiguity
• A sense of energy and fun is certainly desirable
• Experience of working across multiple countries and time zones
• Usual business working hours (9.00am to 5.30pm). Must be flexible as the business requires for urgent issues and communication with US affiliates

QUALIFICATIONS:

• Significant related specialized administrative experience
• Prior experience in a biotech/pharmaceutical company is desirable
• Working knowledge of Medical Affairs would be an advantage but not essential
• College degree preferred
• Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint)

This is a unique opportunity, offering the successful candidate the chance to contribute to the success of the organization at a highly exciting time as we continue with our first product launch across Europe.

To apply, please send an up-to-date cv and cover letter outlining why you should be considered for the position.