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 HECs 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 HECs signature
• Support travel arrangements and general administration work for Healthcares 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 requirementsxx
• 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

Bachelors degree/ Diploma from a reputable university.

#LI-JL1