Provide secretarial and administrative support for the management staff with focus on Sales and Marketing departments.
Responsible for the organization and administration of the departmental operations as scheduling, correspondence, accommodation, supplies and tools.
Calendar management and travel arrangements for the Managers of the department
Make travel arrangements to make best use of their time.
Maintain the security of the department records and files.
Plan, organize and coordinate conference calls, on- and off-site meetings and events (including scheduling, coordinating calendars, full logistics: i.e. hotel, transport, catering, audiovisual equipment, etc.)
General administration: correspondence, memoranda, reports, minutes, mailings, attendance sheets, contract filing, payment requests, expense claims, assistance with presentations, cost tracking, purchase orders, ordering of office supplies, etc.
Handle incoming mail, faxes, telephone calls & route to appropriate person exercising judgment regarding content and priority
Participate in Management and/or Department debrief meetings, take minutes and distribute, follow-up on action items, wherever appropriate
Collect, summarize, and track departmental information, update notice boards
Support to department related projects
Bachelor’s degree with an administrative, commercial or language background or equivalent by experience
Apprenticeship as secretary or correspondent or commercial apprenticeship.
Fluent in English/Dutch - any other language is an asset
Proficient in MS Office Suits
ADC policies and procedures and the Code of Business Conduct
High organizational and planning skills combined with the ability to manage multiple projects simultaneously
Conduct all aspects of the job respecting sensitivity and confidentiality of data
Able to provide full administrative support and to prioritize tasks and organize work independently
Strong communication skills.
Assertiveness and stress resistant in highly demanding environment
Personal adaptability Creativity
Flexible open-minded personality
Works according to high ethical standards
Proven experience as Executive Assistant in an international matrix environment
Necessary for having enough administrative background.
Impact of position
Operates under Quality and Regulatory directives and Abbott policies and procedures.
Follows local regulations and European guidelines.
Emphasizes the corporate values of integrity and trust, internally as well as externally
Offers to help colleagues achieve common goals; make sure all relevant information is shared within the team.
Team player with capability of working independently but always inside the procedures.