Overview:
Join our team as an Executive Assistant providing administrative support to the Global Head of Preclinical and Translational Sciences. This role involves managing schedules, coordinating international travel, and maintaining documentation.
Main Activities & Responsibilities:
- Calendar and Schedule Management:
- Efficiently manage the Global Head's calendar, scheduling internal and external meetings, appointments, and conferences with precision.
- Prioritize meeting requests, resolve scheduling conflicts, and ensure all necessary materials are prepared and distributed in advance.
- Manage logistics for virtual and in-person meetings, including room reservations, catering arrangements, and technology setup.
- Travel Coordination:
- Organize domestic and international travel logistics, including flights, accommodation, ground transportation, and visa processing.
- Thoroughly prepare detailed itineraries, expense reports, and meticulously ensuring compliance with company travel policies.
- Anticipate and proactively address potential travel disruptions or changes.
- Document Management and Archiving:
- Set up and maintain organized digital and physical filing systems for critical documents, reports, and correspondence to ensure accessibility.
- Ensure proper archiving and retrieval of confidential and sensitive information in compliance with company policies and regulations.
- Assist in document preparation, formatting, and proofreading, ensuring accuracy and professional presentation.
- Communication and Correspondence:
- Manage incoming and outgoing communications, including screening calls, emails, and postal mail.
- Draft, review, and edit correspondence, memos, and other documents on behalf of the Global Head.
- Act as a professional and courteous point of contact for internal and external stakeholders.
- Administrative Support:
- Handle expense report preparation and processing promptly and accurately.
- Assist with the coordination of departmental events, workshops, and team meetings.
- Ordering and managing office supplies for the Global Head's office.
- Perform other administrative duties as assigned to support the efficiency of the department.
- Cross-Functional Collaboration:
- Effectively collaborate with other Executive Assistants within the pool to ensure consistent support across leadership functions.
- Liaise with various internal departments (e.g., HR, IT, Finance) to facilitate departmental operations.
- Education: High School Diploma or equivalent required; Associate's or Bachelor's degree preferred, not mandatory for experienced candidates.
- Experience: Proven experience as an Executive Assistant supporting senior executives in a global organization, preferably in pharmaceuticals or biotechnology.
- Language: Fluency in written and spoken English is essential.
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