Executive Assistant (m/f/d) (DE)

Our Client is one of the leading pharmaceutical enterprises worldwide and calls an exceptional reputation in developing and marketing innovative and safe medicines that already helped billions of patients living a healthier live. If you are a professional that would like to be part of a real meaningful mission for a company that is producing products that really make a difference for the lifes of patients wordlwide you could be at the right spot with our client at their site in Munich as an Executive Assistant (m/f/d) Your tasks ·Independently write and facilitate correspondence, coordinate or draft presentations, tables, reports and contracts. ·Handle and update the Chief Managing Director’s (CMD) schedule to ensure optimum use of time with capability to assist with meeting set-up details and technology (Teams, A/V, connectivity, projection, technical assistance). ·Coordinate CMD’s meetings and events in various geographies and time zones. ·Manage all domestic and international travel-related deliverables (e.g., booking, expense reporting), adhere to policies and guidelines (secure air, rail, hotel, and cars as needed) ·Supervise and trace important information for CMD. Collect CMD’s signature for meaningful documents in a timely manner. ·Prepare meetings minutes, meeting agendas and follow-up on action items through communication with the lead team and other relevant stakeholders. ·Coordinate team projects, collate and file electronically relevant documents, presentations and medica governance related deliverables. ·Manage Purchase Orders (PO) – lead all aspects of the timely creation of PO’s for multiple vendors and support contracting processes. ·Triage and process multiple tasks such as invoice submission, matter information archiving and retrieval, document creation, and general other administrative support (eg. organization of onboarding of new employees at leadership level). ·Proactively engage internal and relevant external stakeholders to ensure timelines and expectations are met. ·Assist with coordination of ad-hoc global administrative-related tasks, departmental events (e.g. Face to Face team meeting arrangement, data management & events). ·Manage a high-volume workload proactively to a consistently high standard, by setting priorities, objectives, and target dates. ·Practice continued development by participating in educational opportunities and projects with a view to drive the overall administrative and project coordination capability within the function. ·Accomplish organizational goals by accepting ownership for projects and tasks at hand while exploring opportunities to add value. ·Work together with and contribute to functions/meetings and team initiatives initiated by the Performance & Operations Medical team. Your qualifications ·3+ years administrative assistant experience ·4+ years computer experience, including Outlook, Word, Excel, PowerPoint, OneNote, Teams, and the capacity to learn new software in a timely manner ·Professional certification in business, administration or similar area ·Attention to detail, highly level of self-organization and time management ·Self-starter who can anticipate needs and requirements and feels empowered to make own decisions ·Excellent written/verbal communication skills in German and English ·Good understanding of Outlook, Microsoft Teams, Excel and Power Point ·Experience in a similar executive support role ·Experience working within pharmaceutical/life sciences industry ·Understands the needs of all relevant internal business clients and external contacts for stakeholders and can work with them in a professional, service-oriented way ·Team player with the ability to collaborate with various departments globally and gain the confidence and cooperation of peers ·Demonstrates flexibility to adjust to the ever-changing needs of the position, working with people at all levels, internal and external, with adaptability to working styles ·Practices strategic thinking and problem solving in high pressure situations using a high degree of initiative and foresight ·Shows a high degree of accountability and integrity when dealing with confidential matters ·Adopts a highly flexible approach to work and can manage competing priorities and diverse routines of stakeholders while remaining resilient and calm For further questions, please contact Mr. Tilman Grumbd at +49 441 21879-34 or via e-mail at tilman.grumbd@optares.de.