Job Title: CEO Support Manager Date: 2011
Reporting to: CEO
Department: CEO Support Location: Whitehall
1. Job Purpose and Background
The Association of the British Pharmaceutical Industry (ABPI) has 150 members including the
large majority of the research-based pharmaceutical companies operating in the UK, both
large and small. Our member companies research, develop, manufacture and supply more
than 80 per cent of the medicines prescribed through the National Health Service (NHS). For
further information visit: www.abpi.org.uk
The CEO Support Manager provides right hand support for the CEO, and to be the first point
of contact, acting as the ambassador for the CEO office and representing the ABPI values.
The CEO Support Manager will be proactively involved in all aspects of the CEO’s professional
life and will be expected to make a significant contribution. There may be requirements for
attendance at internal and external meetings.
2. Principal Objectives / Responsibilities
Internal Events Organising
Responsible for the production of CEO events from conception through to completion to
ensure that the CEO leads SLT/all staff events and activities to ensure full integration of
SLT, for example, but not limited to, all staff away days, staff development Initiatives,
Typical activities will include:
researching opportunities for events
liaising with CEO, SLT, Members etc to ascertain precise requirements for event
producing detailed proposals for events e.g. timelines, venues, suppliers, legal
obligation, staffing and budgets
managing the budget
securing and booking suitable venues or location
ensuring insurance, legal, health & safety obligations are adhered to
coordinating venue management, caterers, stand designers, contractors and
identifying and speakers or special guests
coordinating staffing requirements and staff briefings
preparing delegate packs and papers
handling queries and troubleshooting during the day of the event
post-event evaluation (including data entry, analysis and producing reports for the
Budgets & Finance
Monitors the CEO budget – preparing monthly reports & accruals; discussing
outcomes & variances; processing the CEO’s expenses for the Finance function.
With outsourcing, it is necessary to have an overview of staff roles to ensure the continuing
smooth operation of the organisation by:
identifying deficiencies within support and problem solving
coordinating and allocating remaining tasks
involvement in the organisation’s policies and development, such as travel policy and
developing and implementing new administrative systems where appropriate
CEO Office Communications / Presentations -Desk Top Publishing
Responsible for setting up, maintaining and executing CEO communications.
Providing support in the research & drafting of CEO communications
Design and create presentations, reports and newsletters etc on behalf of the CEO
using various mediums such as, PowerPoint & desktop publishing computer software.
This includes writing/editing text, type setting, editing images or illustrations and
creating digital versions of printed material.
Coaching, Mentoring & Development
Oversees the ABPI Executive Assistants to ensure seamless administrative processes
throughout the organisation. Ensure adequate staff levels to cover for absences and
peaks in workloads
Coaching & promoting staff development & training of the Executive Assistants to
increase and maintain a high standard of competencies across the ABPI.
Holding regular EA review meetings with SLT to review their performance.
Participates in recruitment and selection of Executive Assistants, including inductions
Demonstrates a high degree of professionalism, initiative and independence in
supporting the CEO’s office on a wide variety of complex issues.
Manages the CEO’s priorities and calendar arrangements
Manages the CEO’s post, email, voicemail and other correspondence
Ensures the CEO customer relationship management system (CRM) is up to date at all
times with meeting notes, appointments, contact details, etc
Pro-actively plan the CEO time against priority stakeholders
3. Experience and skill set
Educated to degree level, or equivalent – with an interest in the pharmaceutical/health
Innovative & creative with solid, demonstrable experience of advanced PowerPoint and
use of Desktop Publishing tools
Ability to gather and interpret information
Excellent oral and written skills, with experience of report writing
Have a good understanding of finance and budget management
Previous experience in event management
Ability to meet deadlines and prioritise, with successful experience of working on a range
of simultaneous responsibilities.
Excellent skills in time management and communication, preferably with formal training
in these areas.
Being able to establish productive relationship with people at all levels, coupled with
the ability to work in harmony and collaborate effectively as part of a team to improve
processes to increase efficiency.
Proficient IT literacy, including a thorough understanding of Microsoft Word and
advanced skills in Excel and PowerPoint.
Agreed by Job Holder Agreed by Line Manager
Name: …………………………….. Name: ……………………………..
Signature: ………………………… Signature: …………………………