Job Properties
  • Job Type
    Full-time Position
  • Background
    Management & Business Others
  • Languages
    English
  • Experience Required
    Entry
  • Degree Required
    Bachelor
    • Province
      Amsterdam
    • Date Posted
      November 04,2020
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    Executive Assistant

    For our client, a company in Pharma, we are looking for an Executive Assistant in Amsterdam.

    A key member of the overall teams this role supports. To maintain and provide high level support to the designated individuals and/or departments including organizational, secretarial and administrative duties.

    Responsibilities


    General

    • Provide secretarial, organizational and administrative support to the designated individuals with an emphasis on proactively anticipating challenges
    • Maintaining excellent relationships internally and externally, particularly with other PAs both in the Global and Regional HQs as well as the countries
    • Ensure a smooth flow of timely information for the designated individuals


    Calendar

    • Complex and pro-active diary management in a fast-paced environment requiring quick reaction to schedule changes and adapting to the needs of managers
    • Setting up meetings, including all relevant details, Microsoft Teams, GlobalMeet VC, Vip Vnoc (where relevant) and meeting room booking
    • Gathering information for meetings, preparing PowerPoint presentations and overviews
    • Keep track on agenda and presentation deadlines, action items and follow up
    • Meeting and conference coordination and preparation


    Travel arrangements (when relevant: this aspect of the job is currently limited due to Covid-19 restrictions)

    • Organizing travel and preparing complex travel itineraries, including flights, hotel accommodation, ground transportation and visas
    • Liaising with the country teams involved to ensure best use of time and most efficient calendar management during trips
    • Booking travel through Cytric portal and utilizing designated travel agent (BCD) when online booking not possible


    Financial

    • Financial duties, including PO management - either raising POs locally (Europe) or facilitating them through Israel (Global)
    • Working with procurement to support the on-boarding process of new suppliers
    • Expense management and reimbursement for the teams


    Other Administrative

    • Raise ServiceNow tickets for IT-related issues
    • Arrange the creation and signatures for NDAs when new suppliers are initiated


    Requirements
    QUALIFICATIONS/EXPERIENCE:

    • Minimum of 5 years' experience in providing secretarial and/or administrative assistance to senior managers in an international and complex environment, preferably multinational
    • HBO (Bachelor degree level)
    • Further secretarial and business related studies
    • Sound understanding of the pharmaceutical industry is a plus


    SKILLS:

    • Advanced computer skills in Microsoft Word, Excel, Teams & especially PowerPoint required
    • Familiarity with Oracle ARIBA, Docusign, Kiteworks, Sharepoint, ideal
    • Excellent organisation and time management skills, specifically ability to plan and prioritise to meet deadlines
    • Ability to liaise effectively at all levels of the organization
    • Strong written and verbal communication skills in English (Dutch or other language is a plus)
    • Ability to adapt to change and manage ambiguity
    • High attention to detail and accuracy
    • Ability to work under pressure and to deadlines


    ATTITUDES:

    • Professional approach, integrity, maturity, ethical, confidential, and yet personable with a large variety of people
    • Client service focused
    • Drive, positive energy and initiative
    • Team player who can work autonomously and is self-managing


    What do we offer
    Contract via Kelly Services of 5 months with possible extension (40 hours per week)
    Start date: ASAP
    Salary based on experience
    An international environment where you can learn a lot in challenging projects

    Arvind Ramsaran
    T: 023-7111198
    When interested please react through the application process with your English resume.

     
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