Executive Support: Actively manage calendars for senior executives, coordinating with both internal and external stakeholders including VIPs, medical and scientific collaborators, and suppliers.
Travel Coordination: Organize detailed domestic and international travel plans, including flights, accommodations, visas, and conference attendance, adapting to various time zones to meet executive needs.
Meeting Management: Schedule and organize face-to-face, teleconference, and video conference meetings using platforms such as MS Teams and WebEx. Handle logistics for meetings during significant conferences and ensure all necessary preparations are made.
Communication Handling: Manage incoming communications including emails and postal mail, ensuring timely responses on behalf of senior management.
Financial Administration: Oversee the creation and receipt of purchase orders as needed. Manage and reconcile expense reports for designated executives, assisting in budgeting and planning using Microsoft D365.
Event and Interview Coordination: Assist with the organization of special events and ad-hoc meetings. Support in arranging interviews and other engagements as required.
Team Collaboration: Provide support to other Executive Assistants during absences or leaves, ensuring continuity of executive support across the organization.
Qualifications
Proven experience as an Executive Assistant, preferably within a corporate or commercial setting.
Exceptional organizational skills with the ability to multitask and manage complex schedules.
Strong proficiency in MS Office applications, especially Outlook, Word, Excel, and PowerPoint.
Excellent communication skills, both written and verbal, with a knack for diplomatic and effective interaction across all levels of an organization.
Capability to handle confidential information with discretion.
Must be flexible and adaptable, ready to meet the dynamic needs of a high-paced environment.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Staffing and Recruiting
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