Executive Assistant m/w/d,For our client, a leading company in the Biotechnology field, we are currently looking for an Executive Assistant.
Tasks and Responsibilities: - Executive Support & Communication
• Manage and prioritize incoming calls, visitors, emails, and correspondence on behalf of the CLO with professionalism and discretion.
• Handle sensitive and confidential matters with the highest level of integrity and diplomacy.
• Serve as a liaison between the CLO and internal/external stakeholders, ensuring smooth communication and follow-ups.
• Support the CLO for Board and EC matters (agenda, minutes, Board tool, etc.) - Calendar, Travel & Expense Management
• Maintain and coordinate the CLO calendar, ensuring optimal time management and resolving scheduling conflicts.
• Organize complex business travel (local and international), including visa arrangements, logistics, and itinerary planning
• Track and process expenses and invoices with accuracy and efficiency. - Meeting & Event Coordination
• Plan and organize meetings, workshops, and events, including Board of Directors and some Executive Committee meetings in collaboration with other EC Assistants.
• Ensure seamless execution by handling logistics, preparing materials, and managing participant coordination. - Administrative & Reporting Support
• Prepare reports, PowerPoint presentations, and Excel files to support the CLO activities.
• Ensure timely submission of inputs for the monthly Board of Directors (BoD) calls.
• Maintain organized files, records, and documentation to support efficient operations. - Agility & Problem-Solving
• Anticipate needs and proactively address challenges to support the CLO's effectiveness.
• Exercise independent judgment to manage priorities and navigate unexpected changes.
• Continuously seek ways to improve efficiency in administrative processes
Your Profile: - Highly Organized & Detail-Oriented: Manages multiple priorities seamlessly and maintains a structured approach.
- Discreet & Professional: Handles confidential matters with absolute integrity and professionalism.
- Resilient & Composed: Maintains efficiency and calm under pressure, ensuring seamless operations at all times.
- Experience in large global organizations
- Tech-Savvy: Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Teams, ARIBA, Concur) with the ability to prepare reports and presentations.
- Collaborative & Agile: Works effectively with senior executives and cross-functional teams in a fast-paced environment.
- Ability to build strong and trusted relationships with internal and external contacts.
- Proactive & Adaptable: Anticipates needs, takes initiative, and responds effectively to shifting priorities
- Strong Communication & Presence: Ensures clarity and professionalism in interactions on behalf of the CLO
- Required* A-level/high school diploma or commercial apprenticeship.
- Preferred Further education to Executive Assistant would be an advantage
- Highly Experienced - 10+ years
- Fluency in English and German
Jetzt bewerben
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