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

    Orion Group Life Sciences are looking for an Executive Assistant for our Multinational Pharmaceutical client based in the Haarlem area on an initial 5-month contract with the potential to extend.


    Job Purpose

    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.


    Main Responsibilities of the role

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

    Desired Experience and Background of the successful candidate

    • 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
    • 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

    Our role in supporting diversity and inclusion
    As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.

     
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