Overview:
We are seeking a dynamic and highly organised Executive Assistant to support our medical device company. This role will require exceptional communication skills, administrative expertise, and the ability to manage diverse responsibilities, projects, site visits, and coordination.
Key Responsibilities:
Executive Support:
1. Provide high-level administrative support to the Site Lead, including calendar management, travel arrangements, and meeting coordination.
2. Prepare agendas, reports, presentations, and other materials for internal and external meetings.
3. Manage correspondence on behalf of the Site Lead, ensuring timely and professional communication.
Site Coordination:
1. Plan and coordinate site visits, including logistics, itineraries, and ensuring all necessary arrangements are in place.
2. Serve as a liaison and support to management to ensure clear communication and follow-through on action items.
3. Support site-level initiatives, events, and activities as needed.
Administrative Excellence:
1. Oversee the organisation and maintenance of files, records, and documentation.
2. Handle expense reporting, budget tracking, and procurement processes for the Site Lead’s office.
3. Coordinate and manage special projects, ensuring deadlines are met and deliverables are completed.
Communication:
1. Act as the first point of contact for internal and external stakeholders, handling inquiries professionally and efficiently.
2. Draft and edit communications, ensuring alignment with company standards and directives.
3. Facilitate effective communication within the site and across departments.
Adaptability and Problem-Solving:
1. Proactively identify and address challenges, offering solutions to support the Site Lead’s objectives.
2. Demonstrate flexibility in managing evolving priorities and responsibilities.
Qualifications and Skills:
1. Proven experience as an Executive Assistant, preferably in a fast-paced, highly regulated industry (e.g., medical devices, pharmaceuticals).
2. Exceptional organisational skills with a strong attention to detail.
3. Excellent verbal and written communication abilities.
4. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
5. Strong interpersonal skills and the ability to work collaboratively with diverse teams.
6. Discretion and professionalism in handling sensitive and confidential information.
7. Ability to multitask, prioritise, and meet deadlines under pressure.
8. Willingness to travel occasionally and be present on-site as needed.
Education and Experience:
1. Bachelor’s degree in business administration, communications, or a related field preferred.
2. Minimum of 3 years of experience in an executive assistant role, with exposure to site operations or a similar environment.
Skills:
Communication, IT, Documentation
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