Executive Assistant to CEO

☞ Michael Page

View: 216

Update day: 10-04-2024

Location: Nyon Vaud VD

Category: Science Labor Health / Medical Care

Industry: Staffing Recruiting

Position: Mid-Senior level

Job type: Full-time

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Job content

  • Attentive, intelligent, intuitive, and proactive support|Full time role - Ability to take minutes during boards
About Our Client

Our client is an international pharmaceutical company.

Job Description
  • Calendar management for the executives. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Complete a broad variety of administrative tasks that facilitate the executives ability to effectively lead in their respective roles, including: assisting with special projects; designing and producing complex documents to showcase art holdings, build and maintain databases of art holdings, produce reports and presentations; collecting and preparing information for meetings with staff and external parties; composing and preparing correspondence; maintaining contact lists and outlook contacts; making travel arrangements; and completing expense reports and processing invoices.
  • Ensuring the executives are on time to phone calls and meetings including reminders where necessary.
  • Print materials for meetings and as needed.
  • Errands as required, including ordering, and picking up lunch when needed.
  • Manage desktop support and tech issues for the executives.
  • Provide hospitality to all guests and help to create a welcoming environment, including assisting visiting executives with proactive assistance.
  • Answer phone lines and respond to inquiries, escalate calls to executives when necessary.
  • Set up Zoom calls and Skype calls, coordinate with IT when needed for conference room video conferencing.
  • Arranging deliveries and collections, including FedExing and mailing materials when needed.
  • Virtual and physical filing to allow for important documents to be easily retrieved.
  • Other projects/duties as assigned for the overall benefit of the organization
The Successful Applicant
  • Exceptional time management skills and ability to adhere to the fluid and flexible nature of the calendar in order to keep the executives on schedule for meetings/calls throughout the day.
  • Experience with booking travel for busy executives and the ability to think ahead to trouble shoot solutions.
  • Confidence and polished communication skills including robust writing skills in order to communicate with a variety of constituents on behalf of executives.
  • Organized, extremely thorough with strict attention to detail while able to prioritize issues appropriately
  • Must be hands-on and be willing to roll up their sleeves to perform any and all responsibilities needed.
  • Ability to demonstrate discretion in handling confidential data and dealing with high-level executives
  • Must be reliable and available to work nights and/or weekends at times when needed.
What’s On Offer

Permanent and Full time contract.

Contact: Marine Moncozet

Quote job ref: JN-032023-5997940
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Deadline: 25-05-2024

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