Job Properties
  • Job Type
    Full-time Position
  • Category
    Administration & Operations
  • Languages
    English Dutch French German Italian Spanish
  • Experience Required
  • Degree Required
    • Province
    • Date Posted
      January 19,2022
    • Entrusting Package
    • JSS
    • VISA
    • IMG_6430
    • Career Consultation

    Management Assistant

    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 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).
    • Strong MS-office skills.
    • Proven organizational skills.
    • Excellent verbal and written communication in both English and native language. Additional language skills are useful: Spanish, Italian, French, German, Dutch.
    • Precise and accurate.
    • Dynamic and energetic.
    • “Can do” attitude.
    • Informs pro-actively; thinks ahead; problem solving instead of passing on problems.
    • Discretion and ability to keep confidentiality.
    • Ability to work under time pressure; can handle stress.
    • Can work in a ‘no nonsense atmosphere’.
    • No 9 to 5 mentality.

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