Executive Assistant

About the Role

A high-impact Executive Assistant role supporting a senior leader across operations, medical and consulting functions. This position is suited to an experienced EA/PA who is highly organized, commercially aware, confident with senior stakeholders, and strong in executive communications and presentation preparation.

Overall Purpose of the Job

This position is responsible for administrative and marketing duties to primarily support the Director of Operations, Medical & Consulting.

You will play a key role in enabling the Director to operate effectively by managing priorities, coordinating executive-level activities, preparing communications and presentations, and supporting important internal and external engagements.

Key Responsibilities

1.Executive Communications & Marketing Support

Plan, edit and write content for a variety of internal communications mediums, such as a staff intranet and email announcements.

• Create and consolidate presentations for client meetings.
• Plan communications for internal conferences and other speaking events where the Director participates.
• Develop collateral to illustrate the business engagement model and structure across the regions.
• Draft messages or scripts for the Director for presentation to employees in written or spoken form.
• Identify PR opportunities to boost visibility through the Director’s participation in events and engagement with media.

2.Executive & Administrative Support

• Manage the daily agenda of Director to ensure effective time allocation to prioritized activities and meetings.
• Provide administrative support and organize travel arrangements, including flights, hotels, visa arrangements, etc.
• Organize and attend meetings, conference calls and ensure the Director has the required details and paperwork for meetings.
• Draft and maintain Organizational charts.
• Prepare reports by collecting and analyzing information from different sources.
• Manage correspondence and telephone calls for the Director.
• Welcomes guests and customers answering or directing inquiries.
• Handle complex, confidential and sensitive information.
• Assist the corporate team by independently managing special and on-going projects at the direction of the Director and/or other members of the team.
• Organize main Medical Services seminars, workshops and conferences, delegating work to others in the manager's absence.

Job Profile

What We Are Looking For

This role would suit someone who has supported senior leadership in a fast-paced environment and is comfortable operating with discretion, independence and constantly changing priorities.

Required Skills and Knowledge

• Expertise in Microsoft Office applications especially PPT, Excel and Visio.
• Requires specialized skills and experience and ability to perform a variety of important, confidential and complex tasks with constantly changing priorities.
• Excellent administration and secretarial skills.
• Excellent verbal and written communication skills.
• Knowledge and experience of internal company organization and network to solve ad-hoc enquiries and/or problems as and when they arise.

Required Competencies

• You will have access to confidential information, requiring absolute discretion at all times.
• You will have demonstrable experience of working at a similar level and proven administrative, secretarial and office skills.
• You will need to be able to plan, organize, and anticipate requirements well in advance to support the smooth running of the business.
• You will have excellent written and verbal communication skills and be experienced at dealing with a range of external stakeholders including client groups at local, regional and Global levels.
• Ability to multi task and work in a fast paced environment and effectively manage stakeholders.
• Good “people” skills as the role will often act as the “welcoming face” of our business, especially to external clients and suppliers.
• Demonstrates clear initiative and ability to lead and manage core responsibilities but have a well-developed sense of when to escalate and flag issues to Line Management.
• Is dynamic and forthcoming in suggesting innovative ways of doing tasks / increasing efficiency.

Required Work Experience

• Preferred previously worked as a PA/EA at an executive level in a fast paced, demanding environment, or has strong customer services background.
• Working experience in a diverse cultural environment.
• Geographical awareness and cultural sensitivity.

Required Qualifications

• University Degree preferred.

Required Languages

• Highly Proficient with oral and written English Language (second language preferred).