Responsibilities
- Support project execution by coordinating administrative tasks and communicating with account teams and clients as needed.
- Help plan and coordinate client meetings, including travel logistics and arrangements with hotels and catering services.
- Collaborate with account teams to monitor and update project timelines according to client agreements.
- Communicate with internal associates and external suppliers based on project needs.
- Assist in the timely preparation and distribution of Statements of Work with account teams.
- Upload materials and references to Veeva Promomats and Spectra systems, managing review cycles and revisions with scientific and account teams.
- Procure scientific references and visual content for use in materials.
- Produce or order presentation and event materials such as signage, badges, and agendas, coordinating with internal teams and vendors.
- Arrange international travel for staff, including flights, lodging, and transportation.
- Identify and coordinate venues, lodging, and catering for internal company meetings and annual events.
- Manage travel, accommodation, and catering for visiting clients.
- Maintain office operations including mail, courier services, phone coverage, and office supply inventory.
- Format and quality check documents including proposals, reports, schedules, and presentations using Word, Excel, and PowerPoint.
- Ensure proper filing and archiving of documents in line with company policies.
- Offer administrative guidance and support to team members as requested.
- Learn and apply company-specific processes, systems, and procedures accurately.
- Proactively explore and test new software tools with potential operational benefits.
- Acquire images in compliance with copyright regulations.
- Order and maintain inventory of company marketing materials such as brochures and flyers.
- Contribute to updating content on company websites and social media channels.
- Support the Finance team in preparing and issuing purchase orders accurately and on schedule.
- Assist with scheduling and coordinating regular finance-related meetings.
- Perform financial administration tasks using SAGE and CMAP systems.
Responsibilities
- Undertake support activities necessary for the efficient and timely execution of projects including liaising with account teams and on occasion with clients on administrative aspects of projects.
- Assist with the project planning and execution of client meetings including travel, logistics and liaison with hotels and restaurants.
- Liaise with account teams to ensure adherence to agreed project timelines, including adjusting and updating timelines as agreed with clients.
- Liaise with associates and suppliers as per project requirements.
- Assist the account teams with the timely and accurate development and issue of SOWs.
- Input materials and references to Veeva Promomats and Spectra (approval systems) then manage the process and amendments in association with the scientific and account teams.
- Order scientific references and images.
- Undertake production and/or ordering of materials such as tent cards, badges, directional signage, agendas etc. working with scientific and account teams and external suppliers as required.
- Arrange, in a timely fashion, worldwide travel for Precision AQ employees including flights, accommodation, car hire etc.
- Research and organise venues, accommodation and catering for Precision AQ internal meetings and annual events.
- Organise catering/accommodation/travel arrangements for visiting clients.
- Maintain efficient office practices including telephone switchboard, postal, courier and email services and ensure adequate supplies of office consumables are available.
- Format and QC a range of documents from general correspondence to proposals, reports, schedules, and presentations in Word, Excel, and PowerPoint.
- Maintain secure filing and archiving practices in accordance with the company processes and office procedures.
- Provide general administrative advice and support to colleagues as required.
- Learn, understand, and implement Precision AQ processes, procedures, and systems.
- Be proactive in researching and sandbox testing new software that may be beneficial for the company.
- Source and purchase images in accordance with copyright guidelines.
- Order and update company materials such as brochures, leaflets etc.
- Update and support the generation of content for the company websites and social media platforms.
- Assist the Finance team with the timely and accurate development and issue of purchase orders.
- Diary management support with regular Finance calls.
- Support with financial administration on SAGE and CMAP.
Other
- Some European and International travel may be required to support client accounts.
- Undertake any duties as may be required from time to time that can reasonably be regarded as within the remit of the post.
- Aware of and conform to legal requirements in all activities, both internal and external.
