Function

Executive Assistant

Goal of function:

Supports the Leadership Team in administrative and commercial matters by conducting all tasks in the area of assistance, organization and project management self-responsibly.
 

Tasks

1) Main tasks:

Tasks performed regularly which form the essential characteristics of the position.

• Availability by phone and email and securing the communication with General Manager by receiving and forwarding emails, phone calls (especially in English language)
• Administration, priorisation and preparation of all correspondence, i.e. letters, couriers, emails, to and from the Supervisor
• Guarantee internal communication and collection of information between/from the Business Units and service functions
• Support and full management of Travel Organisation and bookings for Superior
• Planning and monitoring of internal and external meetings, minute-taking and distribution and documentation of outcomes plus making sure that milestones are achieved and timelines are met (both from internal and external / international participants/stakeholders)
• Support during the preparation of financial analysis documents, comparisons, statistics and the timely distribution thereof
• Tracking of projects (Milestones, status, results) and taking over of project-parts inclusive the preparation of visual reports such as Power Point, Excel, MS Project
• Support for preparation and execution of presentations/ functions during (inter)national meetings and internal information-meetings
• Support in planning and execution of Symposia, Congresses, etc. inclusive of all corresponding transactions  

Qualifications, experience, know-how and skills critical for success

1) Required training and education:

• Commercial education or similar (business knowledge) , University degree in Business Administration or similar is an asset
• Experience in Marketing, Sales, Project Management is an asset

2) Required professional experience (in years):

• 5 years of professional experience in similar positions
• Experience in MedTech / Pharma Industry is a benefit

3) Important personal qualities:

• Diplomatic, friendly, convincing and decent appearance
• Very good communication skills
• Flexible and commited
• Strong talent for organisation and coordination
• Can work under pressure
• Ability to adapt quickly
• 100% Confidentiality