Executive Assistant (m/f/d)
View: 159
Update day: 26-03-2024
Location: Basel Basel-Stadt BS
Category: Executive management Administrative / Clerical / Assistant Consulting / Customer Service
Industry: Medical Equipment Manufacturing Biotechnology Research Pharmaceutical Manufacturing
Position: Associate
Job type: Full-time
Job content
The Position- Actively participating in meetings with other professionals, promoting our new ways of working (as part of the new Diagnostics operating model) and improvements to work processes, as well as sharing ideas and support amongst colleagues
- Serving as point of contact for enquiries, requiring deeper knowledge of business topic
- Managing budget, preparing and submitting purchase orders and maintaining vendor relations, accruals and compiling expense reports
- Routinely working with Executive Assistant(s) and supporting leadership by demonstrating flexibility, adaptability and positive behaviour in the face of change
- Being a ’cultural ambassador’ for the team, acting in a professional and exemplary manner whilst supporting change management activities
- Inbox and calendar management
- Management of guests, interaction with external companies and senior executives
- Coordinating and manage scheduling of department/functional meetings
- Management of office supplies and travel
- Master data creation (e.g. new vendors in mybuy, which needs alignment with procurement and the contractual partner)
- Serve as contact person for intercompany payments (e.g. monthly patent charges from Mannheim to Basel)
- Support the team with entering new contracts in Licensing System (eBDS)
- Contribute and strengthen agile practices within the team, e.g. by taking on occasional scrum master responsibilities, preparing team stand-ups or retrospectives or by contributing to work of the Diagnostics Agile Coaches team
- Tracking contracts, arranging signatures Project support
- Planning and coordinating onsite/offsite meetings and/or team events, coordinating national/international travel and conference calls
- Provide basic meeting support. E.g. meeting time keeper, and takes minutes and actions
- Channeling executive and employee communications
- Assisting in editing and formatting executive level presentations, reports and other business documents, compiling highly confidential business information
- Contact person for new software to implement in the department
- Interview scheduling
- Planning and support of onboarding and offboarding activities, developing and/or deliver training and onboarding materials for new team members and potentially other stakeholder groups Executive support
- You have an Associates Degree or equivalent experience and proven experience with relevant administrative assistance, ideally having worked in a global team environment
- You are digitally literate in Microsoft Office applications, G-Suite and SAP
- Excellent organizational and planning skills, including the coordination of multiple activities are part of your skills set
- You have an eye for business with a deep understanding of business processes and the ability to perform financial and other business analyses and reports
- You have good verbal and written communication skills especially in English. You are able to communicate clearly and concisely, in a highly professional and timely manner with all partners and you bring attention to detail
- You are experienced in developing and/or delivering group presentations, training documents and services tools
- You can demonstrate a track record and experience in handling highly confidential or sensitive information in a consistently appropriate and effective manner
- Moreover, you are eager to learn and willing to proactively contribute to the overall success of the organisation and the wellbeing of our team
- Strong interpersonal skills and considerable organisational skills are among your strengths and you know how to navigate internally to find the right resources and contacts quickly and effectively
Deadline: 10-05-2024
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