Offer summary

Qualifications:

Proven experience in an Office Manager, Executive Assistant, or Senior Administrative role., Strong hands-on experience with Xero accounting software for managing financial records., Excellent leadership and team coordination skills with client-facing experience., Advanced proficiency in Microsoft Office 365 and strong organizational skills..

Key responsabilities:

Oversee day-to-day administrative operations and ensure smooth workflows across departments.

Provide high-level executive support including calendar management and document preparation.

Manage day-to-day bookkeeping using Xero, including invoicing and expense tracking.

Act as the primary liaison between leadership and the team, coordinating priorities and resolving operational issues.

Job description

This is a remote position.

Job Highlights:

Contract: Independent Contractor

Schedule: 10 am-3 pm UK time core hours flexible Mon-Fri schedule

Client Timezone: UK

Join a leading pharmaceutical consultancy company at the forefront of international healthcare logistics and manufacturing consultancy. This fast-growing organization specializes in the efficient project delivery for the pharmaceutical sector across the UK, EU, and USA, ensuring seamless delivery between manufacturers and end-users. As operations continue to expand, the company is looking for a highly organized and proactive Office Manager/Exec assistant to provide executive-level administrative support, oversee team operations, and manage key client interactions.

Role Overview

This is a dynamic opportunity for a seasoned Office Manager/exec assistant with strong leadership skills, financial expertise, and hands-on experience with Xero, preferred. In this role, you’ll act as the operational backbone of the company—streamlining internally and within external clients administrative processes, managing financial transactions, and serving as a key point of contact for both internal teams and external clients. If you thrive in a fast-paced, international environment and have a passion for operational excellence, this role is for you.

Key Responsibilities

Office & Team Management

Oversee day-to-day administrative operations, ensuring smooth workflows across departments.
Act as the primary liaison between leadership and the team, helping to coordinate priorities and resolve operational issues.
Support hiring and onboarding processes to ensure smooth integration of new team members.
Optimize office systems, tools, and documentation for maximum efficiency.

Executive & Client Support

Provide high-level executive support, including calendar management, correspondence, and document preparation.
Serve as a client-facing representative, assisting with inquiries, managing expectations, and ensuring excellent service delivery.
Handle confidential business matters with discretion and professionalism.

Financial & Bookkeeping Management

Manage day-to-day bookkeeping using Xero, including bank reconciliations, invoicing, and expense tracking.
Prepare financial reports and assist in budgeting for UK and USA operations, ensuring compliance with international accounting standards.
Coordinate with accountants and financial teams to ensure accurate tax and financial filings.

Requirements

Proven experience in an Office Manager, Executive Assistant, or Senior Administrative role.
Strong hands-on experience with Xero accounting software—ability to manage financial records, reconcile accounts, and generate reports.
Excellent leadership and team coordination skills—ability to manage and support team members effectively.
Client-facing experience with strong communication skills for handling external partners and stakeholders.
Advanced proficiency in Microsoft Office 365 (Excel, PowerPoint, Word).
Strong organizational skills with the ability to multitask and manage competing priorities.
High attention to detail and ability to work independently in a remote setting.
Knowledge of supply chain management or experience in pharmaceutical, healthcare, or logistics industries is a plus.

Benefits

Independent Contractor Perks:

Permanent work from home
Immediate hiring
Steady freelance job
Remote role with flexibility, requiring a minimum commitment of 20 hours per week.
Potential for increased hours as the company expands.

Since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

ZR_20876_JOB

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