Executive Assistant to the CCO

Medison stands as a distinctive global pharmaceutical company, driven by an unwavering purpose: to deliver groundbreaking therapies to patients suffering from rare and severe diseases across international markets. We believe that all patients, wherever they are in the world, have the right to access life enhancing and life saving treatments and we are here to make this happen. 

As we continue our global expansion, we seek individuals who share our passion and principles, are eager to build and make a difference.

We are patient-centric, innovative, agile and always ahead.

The Executive Assistant will provide high-level administrative support and will report directly to the CCO. The Executive Assistant also serves as a liaison to the other members of the Global Leadership Team as well as senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

• Complete a broad variety of administrative tasks for the CCO including: managing an extremely active calendar of appointments; completing expense reports, arranging complex and detailed travel plans, itineraries, and agendas and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CCO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CCO's time and office.
• Manage meeting preparation, logistics (incl. remote dial-in when relevant), notes & minutes (when instructed by CCO &/or his CoS) and potential follow-up as needed
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company. Maintain discretion and confidentiality in relationships with all Medison leadership members.

Provide clerical support to CCO and CoS in a timely and proactive manner incl:

1. Documents filing and records maintenance
2. POs opening
3. Invoices reconciliation and payment tracking (using accounting software programs)
4. Outlook calendars and diffusion lists ownership (creation, update and deletion as needed)
5. Meeting scheduling with external stakeholders (partners, customers, potential interview candidates) with travel, scheduling (meeting, interviews), documents printing (e.g. CV) and follow-up activities as relevant

• Act as a liaison between the CCO, his CoS and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Supports external stakeholders (partners, customers) and CCO guests with travel, flights and accommodations.
• Develop and maintain a yearly global calendar of meetings and events allowing for proactive planning and organization of internal events and meetings. Development of yearly global calendar should include cross-functional coordination and alignment with corporate assistants (CEO office).
• Assess, prioritize, and follow up on incoming administrative logistic and office-related issues and determine the appropriate course of action together with CCO and/or CCO Chief of Staff.
• Take ownership and undertake office-related projects/special projects, including events planning; more specifically: arrange and coordinate meetings and events including logistics, attendees, and materials preparation (incl. rehearsal organization when needed).
• Monitor and manage budget to ensure that office-related projects/special projects are delivered on-time, within scope and within agreed budget.
• Perform ad hoc projects and duties as assigned by CCO and/or CCO Chief of Staff.

REQUIREMENTS

• Bachelor's degree required.
• Strong work tenure: minimum 15 years of related experience required in working in an executive assistant role supporting C-Level executives; Healthcare industry experience is a plus.
• Fluent English verbal and in written; German is a plus.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Organizational skills:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with a commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Ability to articulate a challenge/administrative/operational problem effectively and proactively into clear pieces, recommendations and decision-making rationale. The Executive Assistant to the CCO is a forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Excellent time management skills; proven ability to meet deadlines and keep track of multiple tasks and projects.
• Business acumen and ability to prioritize projects and tasks.
• Demonstrated emotional maturity with the ability to also be extremely effective independently.

Interpersonal skills:

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including employees, board members, external partners and stakeholders.
• Expert level written and verbal communication skills with ability to interact with people of all levels in a confident, professional manner.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of stakeholder service and response.
• Demonstrated team playing attitude and service-focus mindset by maintaining effective relationships with interested parties and having team-oriented experience and approach.