Executive Administrative Assistant

Job content

• Start date: ASAP / 27.03.2023
• End: 1 year
• Extension: possible
• Workplace: Zurich
• Workload: 50%

• Managing and handling the H2O Health Data Partnerships GPT admin office and providing comprehensive administrative support, including complex logistics, independently and on basis of different working styles (in-office/remote), in an agile, competent and mature manner, considering the Executives preferences, in line with common efficient working practices, digital means, and current Global and regional policies, SOPs, guidelines.
• Harmonizing calendar activities with set EUCAN and Functional objectives/priorities ensuring flawless business continuity, in-line with the Executive’s preferences and cultural behaviors.
• Act as a sounding board between the Executive and his leadership team, representing the Executives admin office in line with Leadership behaviors, actively listening, occasionally provide strategic counsel.
• Act as the first point of contact for many incoming information/presentations, that require coordination/channeling to diverse stakeholders across the organization, sensitively handling of highly exposed confidential material. Ensuring proactive pre-processing/collection of meeting materials for the Executive.
• Coordination and scheduling of H2O Health Data Partnerships GPT governance bodies and communities in close collaboration with the Leaders and their teams. Managing invites, agendas, pre-reads, archiving, and timely communication with presenters. Joining team meetings virtually and in hybrid formats.
• Independent coordination of the H2O Health Data Partnerships GPT events calendar involving other relevant stakeholders, updating data, curating and maintaining emailing distribution lists, initiate correspondence, archiving and timely circulation.
• Establish a partnership with H2O Health Data Partnerships GPT and including other offices (e.g. Global Portfolio Division (GPD)), managing requests (e.g., Monthly TET reports), tracking and updating GPD calendar, coordinate Zurich meetings.
• Proactive planning and coordination of important governance meetings of 60 up to 350 participants based on different meeting styles (virtual/hybrid/F2F).
• Support oversight and management of each team’s budget, including inputs and updates to phasing, booking accruals, processing SOWs and POs, managing invoices and tracking spend, in coordination with Finance function.
• Plan, book and manage travel schedules and needs and associated travel expense reporting
• Active contribution in Admin Core team and backup to other Assistants.
• Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.
• Arranges travel for the department.
• Ensures budget reports and expense reports are made in a timely manner.
• Acquires, reviews, inputs, and formats accurate data into spreadsheets, databases and other electronic tools.
• Other important special assigned projects.

• Bachelor’s degree, Certificate accredited office manager beneficial or 5 -8 years of experience as an Executive Assistant within a pharmaceutical environment supporting executive level customer.
• Significant experience working as Executive Assistant for senior-level Executives, Vice presidents or equivalent
• Modern, agile, and positive working attitude
• Ability to engage and influence with a competent and customer-friendly/diplomatic communication style at all levels of the organization.
• Able to deal with ambiguity and change
• Demonstrates professionalism under stress and the ability to prioritize effectively
• Very structured ways of working and attention for details
• Must be able to work in a fast-paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands
• Service minded and solution oriented with focus on outcomes
• Must be able to handle confidential information and issues effectively and without breach of Confidentiality
• Good knowledge of project coordinative/ project management skills
• Profound knowledge of MS Office, and various IT technologies, e.g. Webex, MS teams, SharePoint, OneDrive
• English business proficiency, German is beneficial.