As the assistant to the Chief Operating Officer (COO) you will provide executive-level support to the COO. The primary responsibilities of this role are to maintain the COO’s schedule, coordinate with internal and external stakeholders, provide logistical and travel support and work on operations related projects. The assistant will report directly to the COO and will be based in Nijmegen, the Netherlands.
To accurately identify the requested support to the COO and translate this into a clear set of activities. You consistently apply good judgment and make good decisions and you maintain confidentiality and discretion at all times. As an assistant you manage complex event logistics and you coordinate meetings and tracking credit card and other expenses.
The role requires extensive interaction with multiple internal and external stakeholders at multiple levels of our global organization. You are a clear team player.
Maintain an accurate and detailed calendar for the COO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
Track COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
Organize internal and external meetings for the COO, including logistical and substantive preparation
Manage all travel scheduling and arrangements
Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner
Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality
Provide special project leadership and support as needed
Conduct preliminary research on a variety of topics; draft materials as needed
Perform any other relevant duties as assigned
Support building the Operations team; build and manage the Operations share point, build the Operations community (Centre of Excellence Teams, Distribution lists), manage internal Operations communication (Monthly Newsletter, Intranet), support direct reports to the COO in case of travel to Nijmegen
Bachelor’s degree in a related field
2+ years of professional work history or 6+ years of post-secondary professional work history in lieu of Bachelor’s degree considered
1+ years of experience in providing high-level administrative support to executives
Experience managing complex event logistics
Experience with domestic and international business travel arrangements, coordinating meetings and tracking credit card and other expenses
Proficient in MS Office
Fluency in English required; strong verbal and written English communication skills
Fluency in other languages highly preferred such as Dutch, Spanish, Czech
You have strong interpersonal skills, you are self-motivated, action and detailed oriented, result focused and you have proven ability to successfully multi-task. You have a tenacious attitude; you remain positive in high pressure and stressful situations. Your interpersonal skills are outstanding and you have a preference for collaboration with proven success working with others. You have a collaborative mindset and love working with colleagues of many different disciplines. You have the ability to work with high profile individuals externally, as well as collaborate internally. Next to that you have the ability to work in a fast-paced and sometime unpredictable environment and you work well under pressure and tight deadlines. You have strong analytical skills and proven problem solving abilities; you are organized with proven ability to judge multiple projects at once.
You must be a self-starter, solution focused, and most importantly, you must realize that you are joining something that is a mission larger than your job, your career and even this organization
Enthusiasm to learn and drive significantly contribute
Take initiative to learn and ability to work independently
An understanding of the complexities surrounding collaboration in a global matrix organization
Demonstrates critical thinking, communication, and relationship-building skills
Flexible and resourceful approach
Independent problem solver
Travel up to 5% travel
Synthon is an international pharmaceutical company, and a leader in the field of generic human medicines. Founded in 1991, Synthon works to develop therapies that address the needs of people worldwide and help improve their health and well-being. Through the provision of high-quality generic medicines, we make treatments more affordable and increase access to important remedies. Currently, our products are approved by regulatory agencies in more than 90 countries and marketed through strategic partnerships and – in dedicated areas – through direct sales.
Synthon’s head office is based in Nijmegen, the Netherlands, and the company has affiliates in eight other countries. The company employs about 1,600 staff of whom around 200 work in Nijmegen. About 900 employees work in our production facilities in Argentina, Chile, Spain and Czech Republic
We are interested in result-oriented people with a sharp mind and entrepreneurial spirit, who can contribute to our ambition to provide solutions to the healthcare challenges of today and tomorrow.
We offer our employees a working environment in which trust, pride and joy play an important role and as such we have been acknowledged as a Great Place to Work® in 2017 and 2019. We understand our economic, social and environmental impact on the wider world. We care - for each other, for partners, for patients and for society at large. We support various educational initiatives and actively contribute to charitable causes and to the development of the communities worldwide to which we belong.
More specifically, we offer our employees:
A professional, yet pleasant and informal working environment with short communication lines, focus on cooperation and appreciation of initiatives
Good working conditions with attention to ergonomic support
A keen eye on work/life balance, with the option to partly work from home
A yearly outing with all colleagues and other inspiring company events.
Application and important dates
If you are interested in this fulltime position (preferred start date as of 1 October 2021) and you would like to join our company, we look forward to your application. You can apply via our website www.synthon.com/careers. Please send your application before 14 September 2021. The round of interviews will take place on 20 September 2021 and may consist of more rounds of interviews.
For further information, please contact Bjorn Hultermans (COO) or Saskia Hendrickx (HR), at tel. +31(0)24 37 27 700.