We are looking for an Assistant to support the Head of Intercontinental & Partner Business and Head of Europe and their respective teams with administrative tasks and coordination of activities. You will manage the communication between upper management and employees, partnering with internal and external executives on multiple projects and tasks; provide support to the planning and the organization of meetings, external and team events and extensive travel arrangements. You will be directly reporting to the Head of Intercontinental & Partner Business.
Responsibilities
Administration and coordination of the Intercontinental & Partner Business / Europe teams
Manage professional scheduling for Head of Intercontinental & Partner Business / Head of Europe, including calendar management, extensive travel arrangements, emails, calls, expense creation and submission and other company logistics
Coordinate complex scheduling and calendar management, working across multiple time zones
Coordination of internal and external meetings, including agenda planning, logistics, catering, equipment
Assisting new joiners, including preparation and scheduling of onboarding plans
Contract management, including quarterly reporting
Timely processing of invoices / purchase orders
Routine / daily ad-hoc tasks
Deputy for work colleagues / other assistants
Handling notarisations and legalisations of documents
Managing Business Development inbox
Strict confidentiality with all materials
Key Tasks
Providing high level support to the Head of Intercontinental & Partner Business / Head of Europe and their teams,
Calendar management for the Head of Intercontinental & Partner Business / Head of Europe
Acting as the primary point of contact between my managers and their internal/external stakeholders
Coordination of local and international meetings including agenda planning, logistics, catering and equipment, accommodation
Travel, visa arrangements and creation and submission of expense reports
Processing of purchase orders, invoices and contracts
Document preparation (presentations, agendas, minutes, contracts, emails)
Guidance and orientation to new team members, preparation of onboarding plans
Exchange and interaction with internal and external stakeholders and services providers
Your Profile
5 years' experience in administrative role reporting directly to upper management
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems (SAP and Apttus is a plus)
Excellent written and verbal communication skills in English (German is a plus)
Ability to pay attention to detail
WE OFFER:
An opportunity to become part of our success story with attractive conditions
A responsible and varied role in a dynamic team
Opportunities for professional development
An attractive salary package and additional benefits
A modern working environment in an international company
A flexible and hybrid working model
Are you interested in this exciting opportunity? We are looking forward to receiving your online application.
About CSL Vifor
CSL Vifor aims to become the global leader in iron deficiency and nephrology.
The company is a partner of choice for pharmaceuticals and innovative patient-focused solutions across iron, dialysis, nephrology and rare conditions. CSL Vifor strives to help patients around the world with severe, chronic and rare diseases lead better, healthier lives. It specializes in strategic global partnering, in-licensing and developing, manufacturing and marketing pharmaceutical products for precision patient care.
For more information, please visit viforpharma.com
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