Executive Assistant

Terumo Europe

Leuven, Belgium

Job Summary

We are currently looking for an executive assistant to be the right hand that supports one of our senior leaders. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. You will have previous experience working in an office environment, performing administrative tasks and providing support to management. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

The Executive Assistant has a primary responsibility of supporting the SVP TIS, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.

Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks. Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Job Responsibilities

Professional and Personal Scheduling:

Manage professional and personal scheduling for SVP TIS, including agenda, mail, email, calls, travel arrangements across different timezones, client management, and other company logistics.
Keep the SVP TIS advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Scheduling and Coordination:

Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Manage, coordinate, and arrange SVP TIS’ travel and travel-related activities, including hotel booking, transportation, and meal coordination, with crisis management capabilities in case of, for example, cancellations.
Coordinate complex scheduling and extensive calendar management, managing the content and flow of information to senior executives.
Organize team communications and plan events, both internally and offsite.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Communication:

Draft, review, and send communications on behalf of SVP TIS.
Assist the SVP TIS in the development of presentations and white papers for internal and external audiences.
Create the full-year calendar, encompassing all main events and operating mechanisms for the executive.

Administrative Support:

Answer, screen, and transfer requests for appointments/introductions.
Perform administrative and office support tasks.
Prepare, reconcile, and submit expense reports.
Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.

Confidentiality:

Maintain professionalism and strict confidentiality with all materials, exercising discretion when interfacing with the business.

Profile Description

You are an experienced Executive Assistant with a strong track record of supporting senior executives in a multinational and multicultural environment. You are a highly professional individual with exceptional written and verbal communication skills, capable of engaging seamlessly with C-suite and high-level stakeholders.

Key strengths include exceptional time management, multitasking, and travel coordination, ensuring seamless support in a fast-paced environment. You excel under pressure, consistently meeting deadlines with poise and professionalism. Your proactive approach to problem-solving, coupled with strong decision-making and prioritization skills, makes you an invaluable asset to any executive team.

With advanced proficiency in Microsoft Office and other productivity tools, you thrive as a flexible team player who embraces challenges with a positive, can-do attitude. You are resourceful, detail-oriented, and demonstrate a strong commitment to confidentiality. Above all, you bring a service- and solution-oriented mindset, always striving to elevate the team's efficiency and effectiveness.

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