Executive Assistant R&D Tech

At GSK, we have bold ambitions for patients, aiming to positively impact the health of 2.5 billion people by the end of the decade. Our R&D focuses on discovering and delivering vaccines and medicines, combining our understanding of the immune system with cutting-edge technology to transform people’s lives. GSK fosters a culture ambitious for patients, accountable for impact, and committed to doing the right thing, making sure that we focus our efforts on accelerating significant assets that meet patients’ needs and have the highest probability of success. We’re uniting science, technology, and talent to get ahead of disease together.

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Our approach to R&D

Position Summary

You will provide high-level administrative and operational support that keeps the Onyx team running smoothly, day to day and across the globe. Working closely with your principal and, on occasion, his direct reports, you will be the person who anticipates what is needed before it is asked for — protecting time, removing friction, and making sure people, meetings, travel and budgets all land where they should.

This is a role for someone with excellent organisational skills, sharp attention to detail, genuine discretion, and the confidence to juggle competing priorities in a fast-paced environment. We value clear communicators who lead with empathy, act with integrity, and focus on impact for patients and science. This role offers growth, visible impact and a chance to help unite science, technology and talent to get ahead of disease together.

Responsibilities

This role will provide YOU the opportunity to lead key activities to progress YOUR career. These responsibilities include some of the following:

• Diary management — proactively manage complex diaries for your principal and, on occasion, his direct reports; co-ordinate calendars across multiple stakeholders and time zones; anticipate conflicts and prioritise appointments so the most important work always gets the time it needs.
• Onboarding and people support — co-ordinate the onboarding of new starters and guide them through their first weeks; liaise with Line Managers, HR, IT and Facilities to ensure a smooth joining experience, from GSK system access and hardware to office passes and meeting invitations; keep distribution lists and organisation charts accurate and up to date.
• Office administration — provide general administrative support across all Onyx locations, including guest access, and maintain the Onyx ‘Trip Wiki’ so colleagues have practical, current advice for every site.
• Travel and expenses — arrange domestic and international travel via Concur, including flights, accommodation, visas and itineraries; manage expense reports and reconciliation, ensuring accuracy and full policy compliance.
• Finance and vendor management — raise purchase orders in line with company procedures using Ariba; track invoice payments and follow up on outstanding balances using Fiori; partner with the Onyx Finance partner, Procurement and external suppliers.
• Meetings and events — book and manage meeting rooms including virtual and hybrid set-ups and catering; prepare agendas and materials and arrange session recordings where needed; organise management meetings, team events, off-sites and internal activities from planning through to execution.

Basic Qualifications

We are seeking professionals with the following required skills and qualifications to help us achieve our goals:

• Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
• Demonstrated experience of complex diary management and booking domestic and international travel.
• Familiarity with expense systems, purchase orders, and invoice tracking.
• Confident using Microsoft Office and collaboration tools such as Slack.
• Strong organisational and time-management skills, with the ability to manage multiple tasks accurately and to deadline.
• Excellent written and verbal communication skills.
• A high level of discretion and professionalism when handling confidential information.

Preferred Qualifications

If you have the following characteristics, it would be a plus:

• Experience supporting senior leaders in a global organisation, co-ordinating across multiple time zones.
• Hands-on experience with Concur, Ariba, Fiori, or comparable travel, procurement and finance systems.
• Familiarity with GSK internal s…