Job Description

Job Overview As the Executive Assistant at Promea, you will be responsible for providing comprehensive administrative and organizational support to the Executive Director. You will play a crucial role in ensuring the smooth functioning of daily operations, managing schedules, coordinating meetings, and handling various administrative tasks to enable the Executive Director to focus on strategic priorities and decision-making. Key Responsibilities Calendar Management: Maintain the Executive Director\'s schedule and appointments. Schedule, organize, and coordinate meetings, conferences, and business events. Prepare agendas and necessary materials for meetings. Communication And Correspondence Manage incoming and outgoing communications on behalf of the Executive Director. Respond to emails, phone calls, and inquiries in a professional and timely manner. Draft, proofread, and edit correspondence, reports, and presentations. Travel And Logistics Arrange and coordinate travel arrangements, including flights, accommodations, and transportation. Prepare travel itineraries and ensure all necessary documents are in order. Handle logistics for business trips, conferences, and other events. Confidentiality And Discretion Handle sensitive and confidential information with the utmost discretion and professionalism. Maintain confidentiality regarding business matters, strategies, and discussions. Meeting Coordination Schedule and arrange internal and external meetings, ensuring efficient use of time. Prepare meeting agendas, take minutes, and follow up on action items. Collaborate with other departments to coordinate cross-functional meetings. Administrative Support Maintain records, files, and databases related to the Executive Director\'s activities. Assist in preparing and reviewing reports, presentations, and documentation. Manage expense reports and reimbursement processes. Special Projects Provide support on special projects and initiatives as required by the Executive Director. Conduct research and gather data to aid decision-making processes. Requirements Proven experience as an executive assistant or in a similar role, preferably in a pharmaceutical or healthcare-related industry. Proficiency in using office software (MS Office, Google Suite) and scheduling tools. Excellent organizational and time management skills, with the ability to multitask effectively. Strong communication and interpersonal abilities to interact with stakeholders at all levels. High level of professionalism, confidentiality, and discretion. Detail-oriented and capable of delivering high-quality work in a fast-paced environment. Bachelor\'s degree or equivalent qualification is preferred.

foundit