Job Overview:
We are seeking a highly skilled professional to fill the role of Executive Assistant in Mayo. This 4-month contracting position requires exceptional communication skills and the ability to handle a wide range of executive and administrative responsibilities with utmost professionalism.
About the Role:
1. Manage the MD's calendar, appointments, meetings, and travel arrangements with precision and attention to detail.
2. Prepare agendas, presentations, and documentation for internal and external meetings to ensure seamless execution.
3. Coordinate and manage communication on behalf of the MD with internal departments, stakeholders, and external partners.
4. Draft, review, and manage high-level correspondence and reports with accuracy and confidentiality.
5. Screen and prioritize emails, phone calls, and requests to optimize productivity.
6. Attend Senior Leadership Team meetings, take minutes, and follow up on action items.
7. Organize complex international and domestic travel, including visas, accommodations, and itineraries.
8. Assist in the planning and execution of corporate events, conferences, and board meetings.
9. Handle sensitive and confidential information with the highest level of integrity.
10. Act as a trusted advisor and liaison between the MD and senior management or clients.
Requirements:
1. Proven experience (5+ years) as an Executive Assistant or Personal Assistant at the C-suite level, ideally in the pharmaceutical, biotech, or healthcare sector.
2. Qualification in Administration.
3. Excellent written and verbal communication skills.
4. Strong organizational, time management, and problem-solving skills.
5. High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with tools like Zoom, Teams, or project management software is a plus.
6. Ability to work independently and under pressure in a fast-paced environment.
7. Professional demeanor, with a high level of confidentiality, discretion, and emotional intelligence.