Executive Assistant to Vice President, EMEA
Novartis AG
Barcelona Gran Vía, Spain
hace 12 días

Job Description

Reporting directly to the Vice President Established Markets, the Executive Assistant provides secretarial / administrative support in a one-

on-one working relationship. Regular exposure to confidential data requiring discretion, tact, maturity, diplomacy and good judgment.

Additionally, will offer support to the Communication & Congress' department.

Executive Support :

  • Completes a broad variety of administrative tasks, including : managing an extremely active calendar of appointments; completing expense reports;
  • composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itin-

    eraries, and agendas; and compiling documents for travel-related meetings.

  • Plans, coordinates and ensures the Vice President schedule is followed and respected.
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President EMEA time and office.
  • Prioritizes, and follows up on incoming issues and concerns addressed to the Vice President, including those of a sensitive or confidential nature.
  • Determines appropriate course of action, referral, or response.

  • Provides a bridge for smooth communication between the Vice President office and the Countries as well with internal departments;
  • demonstrating leadership to maintain credibility, trust and support with senior management staff.

  • Works closely and effectively with the Vice President to keep them well informed of upcom-ing commitments and responsibilities, following up appropriately.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

  • Provides leadership to build relationships crucial to the success of the organization, and manages some special projects which may have organizational impact.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Assists the Vice Presidents with travel arrangements, lodging, and meal planning as needed

  • Adhere to compliance with applicable rules and regulations set in by laws and Company regulations.
  • Participates to the various Executive Team meetings : Scheduling meetings and attending all meetings, minutes, presentations, etc.
  • Facilitates cross-divisional coordination of travel and outreach plans Communication & Congress Support
  • Plan & support all activities related with events and trainings with professionals.
  • Minimum requirements

  • Bachelor's degree advantageous
  • Strong work tenure : five years of experience supporting C-Level Executives
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
  • Very Good written and spoken English & Spanish
  • Knowledge of other languages (e.g. French, German, Italian) advantageous.
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