Executive Assistant

Initial 1-year contract and on-site:





Responsibilities:

• Responsible for the coordination and planning of all MA Americas
  
  
  department events, projects and initiatives as well as administrative support
  
  
  for the Head of MA Americas.




• Administrative Leader for MA Head Americas, accountable for ensuring our administrative
  
  
  staff is consistently operating from a coverage, support and work share
  
  
  perspective.




• Under limited supervision and acting on own initiative, performs a variety of
  
  
  diverse operational and administrative duties for Americas Radiology
  
  
  Medical Affairs.




• Assignments generally involve work of a confidential nature and require a thorough knowledge of the practices and procedures of the function, company products, policies and programs.




• carry out duties in accordance with departmental
  
  
  SOPs, corporate policies, and other legal & regulatory requirements.




• Supports all business events, operational tasks and administrative needs
  
  
  for MA Americas in the area of implementation of meetings, compilation and formatting of confidential presentations/documents and further tasks. Support the preparation,
  
  
  planning and implementation of internal and external meetings. Demonstrates
  
  
  excellent customer focus skills and may serve as a liaison for internal/
  
  
  external customers.




• Provides administrative direction and guidance assisting in problem solving
  
  
  /resolving conflicts, directing and prioritizing workflow and handling/
  
  
  coordinating all administrative processes in a timely manner.




• Support for various MA North America and LATAM Strategy cost centers
  
  
  for Radiology processing, planning, and identifying potential of cost savings.
  
  
  Controlling within the cost center, including independent preparation of
  
  
  the budget meetings including:
  
  
  a. Review of operating costs and if necessary, initiation of required measures
  
  
  b. Processing of contracts and invoices (monitoring and confirmation)




• Support the head of MA Americas
  
  
  in the planning and implementation of the LT and extended LT meetings, contributes to the planning and implementation of various MA initiatives, strategies, processes and projects and employee development.




• Amplify MA visibility and communication by arranging and contributing to
  
  
  townhall meetings and other critical department communication opportunities.
  
  
  6. Provides ongoing leadership, guidance, training, coaching and counseling
  
  
  to administrative staff for Americas MA. As appropriate, establishes and
  
  
  supervises workflow and departmental standards. Conducts support staff
  
  
  meetings as necessary.




• Supporting, organizing and implementing cross-functional
  
  
  initiatives through independent coordination and organization events,
  
  
  communications and training




• Assumes responsibility, managing Americas MA owned databases/
  
  
  SharePoints and supporting with RA databases




• Assembles and analyzes information; prepares reports, manuals,
  
  
  agendas, correspondence and memorandum as guided by general company
  
  
  practice




• Establishes and maintains departmental information and develops
  
  
  materials of importance to department




• Assists in meeting planning and preparation work needed, e.g.,
  
  
  drafting agendas and broader communications




• Coordinates details of departmental meetings and/or on and
  
  
  offsite conferences and events




• Arranges business travel and support with expense reporting




• Responsible for managing time tracking entries and system reporting




• Responsible for managing on-boarding / off-boarding of employees and
  
  
  interacting with local and global IT and HR functions in support of these
  
  
  activities
  
  
   

Requirements:

• Bachelors degree with 2 years of relevant experience, or
  
  
  Associates degree with 4 years of relevant experience, or
  
  
  HS diploma with a minimum of 5 years of relevant experience




• Proficiency in PC applications such as MS Word, Excel, PowerPoint, SAP and SharePoint




• At least 1-2 years of experience in Pharma required




• Knowledge of budget, financial and controlling deliverables




• Demonstrate problem solving abilities and judgement. Quickly and
  
  
  thoroughly identifies issues and proposes solutions.