Job Brief (Primary Responsibilities)

This position handles all administrative, secretarial and other support related activities for the Cerus Europe B.V. organization and, in particular, the International Leadership Team.

Summary & Scope of Position:

This position handles all administrative, secretarial and other support related activities for the Cerus Europe B.V. organization and, in particular, the International Leadership Team.

To accomplish this, a number of key responsibilities are listed:

Primary responsibilities

• Support the International Leadership Team in their daily business responsibilities by managing their calendars; coordinate meetings and conference calls; organizing (complex) international travel arrangements, including visa applications; expenses; minutes; reports; presentations; organizing and attending, if required, internal meetings; screening incoming calls and correspondence; generation of documents; special projects and other general administrative support, if required.
• Manages the yearly calendar for the International Leadership Team, including the Outlook calendar; including but not limited the ILT meetings and all-hands meetings.
• Support the Sales Leadership with the consolidating and reviewing of the weekly Salesforce.com input.
• Ensure timely and correctly distribution of the weekly movement sheet (whereabouts of people).
• Support the full organization of internal meetings in collaboration with the Office Manager.
• Manages elements of the interface between (senior) management and staff and between Cerus Europe and Cerus U.S.
• In close collaboration with Legal, support the Visas processes, when required, including being the first point of contact between CIBTvisas and the traveller; start the application; organize and review the documentation to be submitted; write the application letters (and other support documents, if needed); request travel insurance letter, if required; and follow up the deadlines.
• Work with the Finance department to have new vendors included in the Oracle system. Also make changes and updates in the system, when required.
• Assist in the matters related to travel arrangements, as such: manages the internal online booking tool; provide training to new employees; be the first point of contact with the travel agency with regarding the online booking tool; follow up if the travel and entertainment policy is being followed and raise a red flag, if not; propose solutions processes improvements in the travel arrangements, if applicable.
• General Administrative and Reception tasks, such as:
  • Travel arrangements.
  • Dealing with visitors to the office, from providing route descriptions to boardroom arrangements.
  • Answering telephone.
  • Internal distribution of incoming post, etc.
  • Ordering of office supplies and catering, and handling deliveries.
• Works on special projects as needed.
• Collaborate with Legal with regards to overall compliance.
• Other duties as assigned.

Qualifications / Requirements / Skills

Education and experience

• MBO/HBO level through education or experience, preferably in combination with a (international) secretarial/personal assistant education.
• Previous working experience with an international, (Bio) pharmaceutical company; basic knowledge of pharmaceutical/medical terminology and abbreviations is desirable.
• Experience and knowledge in the areas mentioned above under requirements and responsibilities.
• Executive secretary experience supporting senior level executives (vice president, president, board of directors).
• General office administration experience.
• Experience in coordinating and scheduling (large) meetings.
• Extensive experience in making travel arrangements (domestic and international).