Administrative / Clerical Specialist - Now Hiring! in Swindon

At Zimmer Biomet, we believe in pushing the boundaries of innovation and driving our mission forward. As a global medical technology leader for nearly 100 years, a patient's mobility is enhanced by a Zimmer Biomet product or technology every 8 seconds. As a Zimmer Biomet team member, you will share in our commitment to providing mobility and renewed life to people around the world. To support our talent team, we focus on development opportunities, robust employee resource groups (ERGs), a flexible working environment, location specific competitive total rewards, wellness incentives and a culture of recognition and performance awards. We are committed to creating an environment where every team member feels included, respected, empowered and recognised.

Job Summary

We are seeking a highly skilled and proactive Executive Assistant to support the Vice President of Commercial Operations in a dynamic and fast-paced healthcare and medical device environment. This role is pivotal to the success of commercial initiatives by ensuring operational efficiency, seamless cross-functional collaboration, and effective time management for the executive.

The ideal candidate is a strategic partner and gatekeeper who thrives in a high-performance culture, communicates with clarity and professionalism, and manages multiple priorities with discretion and accuracy. Prior experience in the healthcare or life sciences industry is preferred, along with a strong ability to work across departments including sales, marketing, regulatory, and executive leadership.

General Functions (Responsibilities)

• Calendar & Schedule Management: Manage complex calendars, prioritising internal and external meetings across time zones. Proactively resolve scheduling conflicts and ensure optimal use of the executive's time. Coordinate meetings with senior leaders, cross-functional teams, and external partners.
• Meeting Coordination: Schedule and organise recurring meetings, including agenda preparation, note-taking, and action tracking. Act as a liaison with leadership to ensure timely follow-up on deliverables and strategic initiatives.
• Administrative Support: Prepare high-quality reports, sales dashboards, presentations, and correspondence. Maintain organised filing systems and handle confidential records with discretion. Support budget tracking, vendor invoice processing, and coordination with Finance and Procurement. Follow-up with LT members and deadline tracking to ensure timely completion of compliance trainings, career check-ins etc. Assist with onboarding logistics for new hires in the Commercial Operations team, working closely with HR and IT. Maintain and update EMEA Commercial Operations distribution lists monthly by coordinating with HRIS. Keep the EMEA Commercial Operations LT Teams channel current, including holiday calendars and key documentation. Collaborate with other Executive Assistants across the organisation to ensure seamless information sharing and alignment.
• Communication Liaison: Serve as the primary point of contact between the VP and internal/external stakeholders. Coordinate with Communications to support Town Hall logistics (e.g., service anniversaries, award recognition, slide preparation, team photos). Manage and prioritise incoming communications (email, calls, messages), where needed.
• Travel & Expense Management: Coordinate detailed domestic and international travel plans, including itinerary creation and accommodations. Prepare and process expense reports and reconcile monthly credit card statements in accordance with company policy. Review and approve travel requests and expenses from LT members on behalf of the VP.
• Tax purpose: Monthly and timely Travel calendar completion and Team folder documentation. Monthly and timely HR payroll calendar completion.
• Project Support (tentative to be explored): Assist with special projects and initiatives, including research, data compilation, and executive briefings. Track milestones and provide logistical and administrative support throughout project lifecycles.
• Confidentiality: Maintain the highest level of confidentiality when handling sensitive business, personnel, and compliance-related information.

Qualifications

• Bachelor's degree preferred; business, healthcare, or related field a plus.
• 5+ years of experience supporting senior executives, ideally in healthcare, medical devices, or life sciences.
• Exceptional organisational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Teams, and collaboration tools such as Zoom and Slack.

EOE/M/F/Vet/Disability