Administrative Assistant (m/f/d)
Responsibilities
- Working closely with the Executive Assistant to provide administrative support to the VP Health Equity and Partnerships and the team as necessary, including calendar management,correspondence, expenses, travel management and ad hoc projects
- Manage executive’s calendar and conserve executive’s time by using discretion in setting up and accepting appointments; gather pre-reads and background information when appropriate and follow-up on action points
- Liaise with other divisional support functions and stakeholders to ensure alignment and shared co-ordination of joint projects and meetings. Manage complex schedules with internal and stakeholders such as Senior Leaders, Government organizations, Board members, NGO’s and other high- level groups
- Coordination and preparation of the VP’s speeches, working documents and presentations for internal and external events in close cooperation with the Chief of Staff/Executive Director Operations and the Communications Lead. Arrange and coordinate teleconferences and internal/external meetings (small and large); book meeting rooms, equipment, hospitality, etc.
- Working closely with the Executive Assistant and the Chief of Staff to schedule and handle logistics for internal and external meetings, off-sites, conferences and special purpose events as well as annual calendar planning
- Schedule and coordinate complex domestic and international travel; create detailed itineraries and adjust in real time, as necessary. Manage expense reporting, purchasing and budget tracking. Manage third-party subscriptions and resources, including renewals and memberships
- Collaborate with other Assistants on an ongoing basis to align strategies, improve processes and foster a sense of community. Participation and active role in organizational committees of regional events by providing input, ideas and sharing experience. Manage SharePoint Sites, Teams Sites and Distribution Lists. Support and coordinate special projects, including preparing & editing executive resentations (PowerPoint) and general Secretarial and Clerical duties
Profile
- High School Diploma or Equivalent
- Administrative experience with experience in supporting Senior Executives
- Extensive experience performing administrative work that requires analysis, initiative, flexibility, tact and independent judgment
- Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail
- Ability to handle sensitive data with discretion and confidentiality
- Organize, prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines
- Excellent communication skills with the ability to effectively interact with individuals at all levels of the organization
- Proficiency in using MS Office Suite
- Tech savvy with experience with SAP (Ariba, Concur) preferred
Benefits
- International reputed Pharmaceutical organisation
- Possibility of extension
About Hays
With over 15 years of experience in the pharmaceutical and chemical industry as well as in biotechnology and medical engineering, we know the key contacts at companies that are recruiting for challenging jobs with real potential. The current high demand for staff has opened up exciting opportunities for dedicated experts who want to develop professionally and to further their careers. As recruitment specialists with an international network of contacts, we can offer you decisive advantages – completely free of charge. Register with us and reap the benefits of interesting job offers that match your skills and experience.
Staffing process for freelance specialists
- Analysis of qualifications
- Telephone or personal interview
- Contact with customers
- Contract with Hays
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1. Analysis of qualifications
We carry out a detailed analysis of your technical qualifications on the basis of your CV, your application documents and your profile.
Contact at Hays
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