Executive Assistant
We are seeking a dynamic and highly organised Executive Assistant to support our medical device company.
Key Responsibilities:
* Executive Support: Provide high-level administrative support to the Site Lead, including calendar management, travel arrangements, and meeting coordination.
* Prepare agendas, reports, presentations, and other materials for internal and external meetings.
* Manage correspondence on behalf of the Site Lead, ensuring timely and professional communication.
Site Coordination:
* Plan and coordinate site visits, including logistics, itineraries, and ensuring all necessary arrangements are in place.
* Serve as a liaison and support to management to ensure clear communication and follow-through on action items.
* Support site-level initiatives, events, and activities as needed.
Administrative Excellence:
* Oversight of the organisation and maintenance of files, records, and documentation.
* Handling expense reporting, budget tracking, and procurement processes for the Site Leads office.
* Coordination and management of special projects, ensuring deadlines are met and deliverables are completed.
Communication:
* Acting as the first point of contact for internal and external stakeholders, handling inquiries professionally and efficiently.
* Drafting and editing communications, ensuring alignment with company standards and directives.
* Facilitating effective communication within the site and across departments.
Adaptability and Problem-Solving:
* Proactively identifying and addressing challenges, offering solutions to support the Site Leads objectives.
* Demonstrating flexibility in managing evolving priorities and responsibilities.
Qualifications and Skills:
* Proven experience as an Executive Assistant, preferably in a fast-paced, highly regulated industry (e.g., medical devices, pharmaceuticals).
* Exceptional organisational skills with a strong attention to detail.
* Excellent verbal and written communication abilities.
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
* Strong interpersonal skills and the ability to work collaboratively with diverse teams.
* Discretion and professionalism in handling sensitive and confidential information.
* Ability to multitask, prioritise, and meet deadlines under pressure.
* Willingness to travel occasionally and be present on-site as needed.
Education and Experience:
* Bachelors degree in business administration, communications, or a related field preferred.
* Minimum of 3 years of experience in an executive assistant role, with exposure to site operations or a similar environment.