Executive Assistant to the CEO

Patvocates is a Germany-based patient-driven not-only-for-profit consultancy acting in the triangle of patient advocacy health policy and medicines research and development.

Tasks

Executive Support & Scheduling

• Manage CEOs calendar including scheduling internal/external meetings
• Prioritise conflicting appointments and reschedule where necessary
• Ensure CEO has sufficient prep and rest time between engagements
• Proactively flag and resolve calendar conflicts

Meeting Preparation & Follow-up

• Prepare meeting briefings: agendas participant bios background notes
• Ensure CEO is prepped on strategic context and key decisions
• Take and distribute high-level meeting notes track action items
• Coordinate meeting logistics as required (Zoom links venues catering etc.)

Organisational Support

• Support preparation for all internal company meetings including content and logistics

Strategic & Operational Support

• Act as a liaison between CEO and leadership team
• Attend all leadership and team meetings ensuring note taking dissemination of actions and active follow-up
• Act as a sounding board for the CEO on decisions and ideas
• Maintain oversight of top-level business and team priorities

Travel & Logistics

• Book flights hotels and transportation for domestic and international travel
• Prepare detailed travel itineraries
• Manage visas travel insurance and other documentation
• Adjust plans quickly when delays or issues arise

Communication Management

• Monitor and triage CEOs inbox flagging important messages
• Draft emails memos or speeches for internal and external audiences
• Maintain confidentiality of sensitive information
• Act as a communication gatekeeper to help CEO focus

Project & Task Management

• Manage special projects on behalf of the CEO (e.g. organisational strategic initiatives)
• Ensure follow-through on delegated tasks
• Help CEO stay organised with virtual tools and systems

Stakeholder & Relationship Management

• Proactively coordinate communication with the companys key stakeholders
• Maintain contact lists and track touchpoints
• Organise meetings and F2F events with key stakeholders

Data & Document Preparation

• Review all content materials that the CEO will deliver and provide commentary or analysis as required
• Compile reports business reviews and briefing documents
• Handle expense reports and budget tracking for the CEO

Confidentiality Judgment & Professionalism

• Handle sensitive company and personal matters with discretion
• Act with diplomacy sound judgment and a high degree of professionalism

Requirements

• Home-based in Spain.
• Minimum professional experience of 5 years as an Executive Assistant / Personal Assistant
• Proactive dynamic and flexible approach to work
• Excellent organisational communication and problem-solving skills
• Very advanced English (C2) written and spoken.
• High-level ability to use electronic office and online tools (Word Excel PowerPoint SharePoint Email Telegram).
• Ability to be pro-active flexible self-driven and work independently from home office within tight timeframes
• Experience of collaborative working in a virtual environment (with a team distributed across Europe).
• Commitment to patient-centred healthcare and the core values of patient-led organisations.
• Availability to travel.

Benefits

• Full time / permanent.
• Working language is English.
• Travel up to 30 days a year.
• Home-based in Spain.
• Gross salary: 45000-50000 EUR/year