Title:  Executive Assistant to Head Business Unit Healthcare

Job Summary

The Executive Assistant provides administrative and operational support to the Head Business Unit Healthcare, Member of Executive Committee.

General Responsibilities

• Work directly with the Head of Business Unit Healthcare (Head of BU HEC) to support all aspects of their daily work routine
• Maintain the Head of BU HEC’s calendar, including scheduling meetings, appointments, speaking engagements, expatriate-related services and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs
• Provide coordination, monitoring, and communication of projects and programs managed by the Head of BU HEC
• Assist the Head of BU HEC in the development of presentations and white papers for internal and external audiences
• Determine priority of matters of attention for the Head of BU HEC; redirect matters to staff to handle, or handle matters personally, as appropriate
• Keep the Head of BU HEC advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Handle phone calls, printing, mails, copying, filing, and emails
• Compose and prepare letters relating to routine correspondence for the Head of BU HEC’s signature
• Support travel arrangements and general administration work for Healthcare’s Leadership team
• Schedule Business Unit meetings; assist in the preparation and distribution of meeting agendas and materials
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate
• Prepare, reconcile, and submit expense reports
• Support the processing of purchase orders for the regional Healthcare team
• Maintain paper and electronic filing systems
• Maintain confidential and sensitive information
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials

Functional Skills and Knowledge

• 5-8 years’ working experience, preferably at least 3 years’ prior experience supporting a senior executive or team, in a multinational organization
• Ability to handle confidential information and possess strong work ethics
• Excellent organization and time-management skills
• Strong attention to detail
• Mastery of complex scheduling across multiple time-zones, including international travel arrangements and visa requirementsx`x
• Ability to track milestones for BU-wide programs, monitor deadlines and anticipate the needs of key stakeholders
• Good command of English, both written and spoken
• Advanced knowledge of Microsoft Office Suite (Outlook, PowerPoint, Word, Excel)
• A positive and cheerful personality with strong interpersonal skills
• Comfortable to work in a fast paced, dynamic and matrixed environment
• Able to plan for contingency and flexible to pivot along the way
• Ability to work with diverse cultures and across multiple levels
• Able to independently assess situations, apply discretion appropriately, and maintain strict confidentiality with absolute integrity
• Strong stakeholder management skills

Education

Bachelor’s degree/ Diploma from a reputable university.

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