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Executive Assistant - Belgium  

Company managed [?] Still accepting applications

Posted on : 01 May 2017

Project Description

 
Tasks for the roles will include:   
  • Agenda management including :   
    • pro-active planning of team 1:1, peers 1:1, key stakeholders 1:1 
    • pro-active outlook agenda management (prioritization, time efficiency, meeting location, …) 
    • coordination of team meetings and meetings with key stakeholders internally as well as externally 
    • Follow-up of deadlines for Operations and Medical meeting pre-reads and actions     
  • Meeting efficiency : coordinating key meeting documents, agenda, logistics, support during the meeting 
  • Travel arrangements : efficient and pro-active itinerary management including travel advise, travel booking, scheduling of meetings, restaurants booking, ground transportation, adequate hotel reservations, visa requests,… 
  • Filing management : save on OneDrive all necessary documents for optimized work and for Michel and Cesar’s information 
  • Budget follow-up : create PO related to Michel and Cesar’s work and projects and fill in the tracking sheet 
  • Expense reports in MobilExpense : pro-active follow-up and creation of expense reports 
  • Recruitment support: support to key recruitments in the Bone Medical team, in collaboration with the Talent Solutions Partner, including meeting scheduling, contacts with candidates, itineraries when needed, welcoming candidates when needed, etc. 
  • Tax status follow-up :   
    • Maintain Deloitte calendar up to date 
    • Maintain travel binder up to date with proof of business travel requirements, boarding passes, etc.     
  • Team engagement :   
    • Support team communication via Sharepoint online (creation, management and animation of the site) 
    • Organize related team events (Bone Global Medical team, Bone Affiliate Medical team, Bone MSL team) 
    • Entertain the dialogue with Bone medical team and Operations team to ensure optimal and efficient collaboration 
    • Work in close collaboration with Bone Medical Team assistants across locations 
    • Plan event/team/individuals celebrations     
  • Internal network :   
    • be a trusted contact person within the team 
    • act as a connector between company  stakeholders and the Bone Medical team     
  • Congresses & events:   
    • Support to Michelle Mackechnie organizing key congresses & events eg. ASBMR, IOF, ECTS, FFN, EULAR
               



Your qualities:   
  • Experienced assistant with self-confidence and self-awareness 
  • Fluent written and spoken English, French being a strong advantage, Dutch being an asset 
  • 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 with Bone PVU & other internal/external stakeholders 
  • Diplomat and with a good team spirit 
  • Resilient / ability to adapt to change 
  • Dealing appropriately with confidential and sensitive matters 
  • Ability to handle a number or diverse projects and people at any one time is essential 
  • Motivated, reliable and with a positive attitude 
  • Willingness to learn, open and adaptable personality 
  • Should be open to feedback and proactively seek it 
  • Pro activity to recognize potential issues and resolve them before they transform into problems  


    
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