Data CoE Admin Assistant

Role Summary

Data CoE Admin Assistant at GSK provides administrative support to the Data Center of Excellence, managing schedules, coordinating across teams, and facilitating collaboration within a global organization.

Responsibilities

• Full Schedule management - planning, calendar management, travel plans & arrangements and other administrative tasks required for effective functioning of the entity / function while keeping the confidentiality as required from such activities
• Monitor internal and external correspondence ensuring appropriate reply or prompt delegation and tracking of actions in an independent manner
• Proactively plan, to help manage executives time and understand the various asks and prioritize. Ask for the necessary questions to manage the same.
• Maintain excellent relationships across Tech and R&D EA‚Äôs
• Escalate necessary queries as appropriate
• Handle internal and external calls in an appropriate manner
• Work with relevant internal departments and external organizations to research content to prepare correspondence and presentations
• Organize travel itineraries, liaising with internal and with external organizations
• Prepare expense reports
• Attend and summaries meetings and issue meeting minutes
• Organize conferences/meetings/events, including venue/catering selection
• Office management - meeting rooms, lockers, desks
• Liaising with tech/catering/security/facilities.
• Maintain office systems and files records e.g., contact lists
• Serves as an administrator to appropriate Team Channels, uploading files, keeping them up to date, and keeping the internal stakeholders informed
• Main point of contact and coordination for all department Purchase Orders, statements of work, and invoice tracking and following the Procure to Pay process
• Responsible for being proactive in identifying needs, gaps, and accordingly making proposals for improvement
• Support department projects and initiatives
• Proactive approach to work, striving for solutions and innovation
• Highly motivated toward achievement and surpassing set goals
• Desire to learn and take on challenging assignments
• Ability to exercise discretion in dealing with confidential or sensitive matters
• Ability to handle multiple projects simultaneously while remaining flexible to shift priorities quickly
• Handle other responsibilities as assigned

Qualifications

• High school diploma or equivalent.
• 5+ years of administrative support experience.
• Experience in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience in handling sensitive information with discretion.
• Experience in managing multiple priorities effectively.

Preferred Qualifications

• Associate degree or higher.
• Experience supporting senior leaders in a global organization.
• Familiarity with tools like SharePoint, Teams, or other collaboration platforms.
• Exceptional communication skills, both written and verbal.
• Ability to work independently and collaboratively in a fast-paced environment.
• Demonstrated ability to anticipate needs and proactively solve problems.