Executive Assistant

Brussels, Belgium
29 Apr 2021
06 May 2021
Full Time
Contract Type
Experience Level
Experienced (non-manager)
  • Position purpose

  • As Executive Assistant you will have the challenge to support the VP , Late stage Development Oncology and Senior Director, Head Study Lead Monitoring (SLM) Oncology with a wide range of administrative, office and executive management responsibilities.

  • Major tasks and responsibilities of position

  • For VP , Late stage Development Oncology and Head Study Lead Monitoring (SLM) Oncology :

    • Calendar Arrangement & Update (timing reminder / solve meeting conflicts / set up conference calls/meetings/appointments/events)
    • Business Travel Arrangement (including visa, tickets, hotel, travel application, agenda, transportation, online boarding pass check-in for domestic flights & travel reimbursement)
    • Daily and travel Expense claim & reimbursement processing

    For Head Study Lead Monitoring (SLM) Oncology :
    • Handle incoming mail, telephone calls & route to appropriate person exercising judgment regarding content and priority for Head SLM Oncology
    • Prepare meetings and presentations, taking meeting minutes and working on the action log for the SLM Management team
    • Oversea senior executive visits reception (visa/hotel/agenda/transportation)
    • Planning & organization of global events and calls for Head of SLM Oncology
    • Pre-check the documents to be signed by Head SLM Oncology according to signature guideline
    • Collect, summarize and track group SLM information, update notice boards (organization charts, dashboards if applicable)
    • Conduct QC of trackers of administrative documents collected from the SLM Oncology team and report findings
    • Maintain the SLM Oncology TEAMS/Sharepoint site
    • Assist with new employee IT requests and onboarding
    • Other tasks assigned by MDM head / Head SLM Oncology
    • Bachelor degree as Medical/Management Assistant, Office Management or equivalent
    • Fluent in oral and written English
    • Excellent planning & organization skills
    • Good communication and interpersonal skills including conflict solving and time management skills
    • Fast learner, detail oriented and reliable
    • Highly motivated, strong sense of responsibility
    • High level of integrity
    • Team player and customer oriented
    • Ability to handle multiple assignments at the same time while meeting deadlines in a timely manner
    • Flexibility, including work time schedules and travel
    • Ability to work within a team and as an individual contributor in a fast-paced, changing environment
    • Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization
    • Proficient in MS office software (Excel, Word, Powerpoint, Outlook, Sharepoint, TEAMS)
    • 5 years' experience as (Senior) Management Assistant in Pharmaceutical company is preferable