For our customer located in Zurich/Switzerland we are currently looking for a: Executive Administrative Assistant (m/f/d)
- Location: CH-Zurich
- Branch: Pharma
- Duration: asap – 25.03.2024
Tasks & Responsibilities
Managing and handling the H2O Health Data Partnerships GPT admin office and providing comprehensive administrative support, including complex logistics, independently and on basis of different working styles (in-office/remote), in an agile, competent, and mature manner, considering the Executives preferences, in line with common efficient working practices, digital means, and current Global and regional policies, SOPs, guidelines.
• Harmonizing calendar activities with set EUCAN and Functional objectives/priorities ensuring flawless business continuity, in-line with the Executive’s preferences and cultural behaviors.
• Act as a sounding board between the Executive and his leadership team, representing the Executives admin office in line with Leadership behaviors, actively listening, occasionally provide strategic counsel.
• Act as the first point of contact for many incoming information/presentations, that require coordination/channeling to diverse stakeholders across the organization, sensitively handling of highly exposed confidential material. Ensuring proactive pre-processing/collection of meeting materials for the Executive.
• Coordination and scheduling of H2O Health Data Partnerships GPT governance bodies and communities in close collaboration with the Leaders and their teams. Managing invites, agendas, pre-reads, archiving, and timely communication with presenters. Joining team meetings virtually and in hybrid formats.
• Independent coordination of the H2O Health Data Partnerships GPT events calendar involving other relevant stakeholders, updating data, curating, and maintaining emailing distribution lists, initiate correspondence, archiving and timely circulation.
• Establish a partnership with H2O Health Data Partnerships GPT and including other offices (e.g. Global Portfolio Division (GPD)), managing requests (e.g., Monthly TET reports), tracking and updating GPD calendar, coordinate Zurich meetings.
• Proactive planning and coordination of important governance meetings of 60 up to 350 participants based on different meeting styles (virtual/hybrid/F2F).
• Support oversight and management of each team’s budget, including inputs and updates to phasing, booking accruals, processing SOWs and POs, managing invoices and tracking spend, in coordination with Finance function.
• Plan, book and manage travel schedules and needs, and associated travel expense reporting
• Active contribution in Admin Core team and backup to other Assistants.
• Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.
• Arranges travel for the department.
• Ensures budget reports and expense reports are made in a timely manner.
• Acquires, reviews, inputs, and formats accurate data into spreadsheets, databases and other electronic tools.
• Other important special assigned projects.
Must Haves
Bachelor’s degree, Certificate accredited office manager beneficial [or] 5 -8 years of experience as an Executive Assistant within a pharmaceutical environment supporting executive level customer.
• Significant experience working as Executive Assistant for senior-level Executives, Vice presidents or equivalent
• Modern, agile, and positive working attitude
• Ability to engage and influence with a competent and customer-friendly/diplomatic communication style at all levels of the organization.
• Able to deal with ambiguity and change
• Demonstrates professionalism under stress and the ability to prioritize effectively
• Very structured ways of working and attention for details
• Must be able to work in a fast-paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands
• Service minded and solution oriented with focus on outcomes
• Must be able to handle confidential information and issues effectively and without breach of Confidentiality
• Good knowledge of project coordinative/ project management skills
• Profound knowledge of MS Office, and various IT technologies, e.g., Webex, MS teams, SharePoint, OneDrive
• English business proficiency
Nice to Haves
•German
Did we catch your interest?
The SimplyVision-Team is looking forward to receive your application (Word file is highly appreciated).
Kindly be informed that our customer is located in Switzerland. Therefore only applications from candidates within the EU or candidates holding Swiss work permission are required.