Document Sample
CEO Support Manager JOB DESCRIPTION Powered By Docstoc
					                                     JOB DESCRIPTION

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:

       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,
       Christmas lunch.

       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
                 equipment hire
                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.

Office Overview

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
        temporary cover

       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

     CEO Support

              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: …………………………


Shared By: