Executive Assistant

1-4-2020 braine-l'alleud
company profile

Our client is a global biopharmaceutical company focusing on creating value for people living with neurology and immunology conditions

job description

You have at least 5 years experience as Executive Assistant? You are fluent in French and English?

Contact me: aurelia.sautiere@cx.ausy.be


Accountabilities:

Agenda management, correspondence and requests for information:

  • Handles telephone calls, e-mails and correspondence; assesses priorities; follows up on them in a timely manner; takes messages; organizes, coordinates and keeps track of agendas/appointments in view of efficient time management and a well-balanced workload
  • Reviews emails as a key source of learning the matters the managers are handling, and understanding the group’s priorities
  • Proactively schedules regularly established meetings
  • Acts as liaison within the department, between external/internal contacts
  • Ensures all requests for information with respect to key topics are timely responded to and all deadlines for materials are met
  • Develops creative PowerPoint presentations for meetings and events, and for the managers’ business presentations
  • Supports and manages community-based communication and document management tools including SharePoint and other relevant tools as needed

Organization of meetings, events and business trips:

  • Ensures convening of meetings (internal/off-site); manages logistics (offsite locations, meeting rooms, catering, technical support, tele/video conferences, local transportation)
  • Prepares meeting agendas, required information, documents and files; coordinates pre-reads and other meeting preparation materials
  • Organizes travel in an efficient and proactive manner, including itinerary management, bookings, etc., with flexibility and adaption in mind as changes may be required

Budgetary and expenses:

  • Monitors department’s budget, periodically reviewing the department’s cost centers, and provides expertise in budget-related processes for the managers
  • Supporting the managers with allocation and management of approved budgets, as well as assisting in preparing budgets and update of financial tracking systems
  • Creates purchase orders and manages invoicing process
  • Prepares expense reports in MobilExpense and ensures timely submissions.

Project coordination:

  • Contributes to the managers’ key projects, supporting some of their coordination and being involved in the follow-up of the projects’ deliverables
  •  Maintains project management standards, highlighting deviations as needed, with oversight of deadlines and ensuring timely deliverables
  • Support the setup and execution of KPI reporting, communications and communications plan related to the manager’s projects

Team engagement and network:

  • Actively engages in dialogue with assistants in the geography and beyond to ensure optimal and efficient collaboration
  • Provides onboarding support to newcomers.
  • Works in close collaboration with team members across locations
  • Plans team building events and individual celebrations

Business knowledge and confidentiality:

  • Maintains strict confidentiality 

your contribution

  • Experienced assistant with self-confidence and self-awareness - minimum of 5 years’ experience as executive assistant required
  • Fluent in French and English
  • Dedication to providing work of an excellent quality, focusing on attention to details and pro-active tasks completion
  • Excellent planning and organizational skills to ensure effective and timely output in an independent way
  • Excellent communication skills and effective working relationship internally and with our business partners
  • Ability to work effectively and collaboratively in interdisciplinary and multinational teams
  • Proficient in the Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, SharePoint and relevant software solutions) and quickly adapts to new systems
  • Diplomat and with a good team spirit
  • Resilient / ability to adapt to change
  • Motivated, reliable and with a positive attitude
  • Fully motivated to be a part of a team and contribute towards it

what do we offer?

We offer an attractive salary with extra-legal advantages : 

  • Group insurance
  • Hospitalisation insurance
  • Meal vouchers of 7 euros gross per working day
  • Reimbursement km or company car 
  • Monthly allowance (50 euros net per month)
  • A 13th month
  • Training
  • Etc

A rate as freelance is also possible

summary
function
administrative employee (m/f)
employment type
full time, freelance
contract type
long term contracts
reference
CXRSP-88987
your Randstad contact
Aurélia Sautière
aurelia.sautiere@cx.ausy.be 02 474 60 16
02 474 60 16