Experience Inc. Jobs

Executive Assistant / Personal Assistant (part-time 50 % function) - 2406202833W

Description

Assist the Managing Director in his work organization

▪ Calendar Management: maintain and shape a complex and changeable calendar by ensuring a good balance between meetings and time for strategic reflections/preparations. Proactively planning the calendar weeks in advance to make sure commitments to internal and external stakeholders are met.

▪ Planning & follow up of regular touch points with direct reports & other governance

▪ Travel management: ensure business travels are booked as per the procedures, are well organized and high satisfying, and the access of the related information is easy, precise and in line with Travel and Expense policy. When the MD is travelling, be active in problem solving.

▪ Expense management and follow up of the budgets and respect deadlines for financial closure.

▪ Handle / prepare and archive documents of a highly confidential and sensitive nature.

▪ Help translate Managing Director communication from English to German

Set-up and coordination of meetings and company events

▪ According to yearly planning, coordinate setting of company events: annual company meeting, seminars, company townhalls, Leadership visits and other Ad Hoc events, by ensuring that the format and attendance is appropriate along with other expectations (e.g. venue, communication, timings, budget, etc)

▪ Ensure logistic and coordination with services providers and follow up on the quality of service delivered in line with budget and needs.

Qualifications

• A Bachelor degree is required

• Experience in the pharma industry is required

• Previous 1 to 3 years’ experience in a similar role would be an asset

• Required languages are German, English fluent (must be able to translate documents & communication from English to high level German)

• Onsite work location is Vienna

• Mastering of Microsoft Office tools (incl. ppt)

• Confidentiality

• Excellent relationship and collaboration skills

• Sense of anticipation and planning

• Project management skills

• Autonomy, ability to take initiatives and to be pro-active

• Positive thinking and mindset (can do attitude and problem solving mindset)

• Ability to work in a matrix

Primary Location Europe/Middle East/Africa-Austria-Lower Austria-Wien-Umgebung

Organization Janssen Cilag Pharma GmbH (8558)

Job Function Administration & Secretarial

Req ID: 2406202833W