Executive Assistant (M/W)

Job Description

Abbott Diabetes Care is leading the way in Blood Glucose Monitoring systems.

As a part of their development, the General Manager of the Benelux region is looking for an executive assistant.

The primary objective of this person is to provide secretarial and administrative support for the GM and management staff.

He/she is responsible for the organization and administration of the departmental operations as scheduling, correspondence, accommodation, supplies and tools.

What will you do?

• Calendar management and travel arrangements for the General Manager of the Division, and/or other Managers of the department
• Make travel arrangements to make best use of their time.
• Handle confidential information and maintain the security of the department records and files.
• Plan, organize and coordinate conference calls, on- and off-site meetings and events (including scheduling, coordinating calendars, full logistics: i.e. hotel, transport, catering, audiovisual equipment, etc.)
• General administration: correspondence, memoranda, reports, minutes, mailings, attendance sheets, contract filing, payment requests, expense claims, assistance with presentations, cost tracking, purchase orders, ordering of office supplies, etc.
• Handle incoming mail, faxes, telephone calls & route to appropriate person exercising judgment regarding content and priority
• Participate in Management and/or Department debrief meetings, take minutes and distribute, follow-up on action items, wherever appropriate
• Collect, summarize and track departmental information, update notice boards (organization charts, publication overview, dashboard)
• Support to department related projects
• Ensure compliance in performing the training as required by the training procedure

Who are you?

Education

• Bachelor’s degree with an administrative, commercial or language background or equivalent by experience
• Apprenticeship as secretary or correspondent or commercial apprenticeship.

Background

Knowledge

• Fluent in English/Dutch and French - any other language is an asset
• Proficient in MS Office Suits
• ADC policies and procedures and the Code of Business Conduct
• Office equipment
• Travelling arrangements

Skills

• High organisational and planning skills combined with the ability to manage multiple projects simultaneously
• Conduct all aspects of the job respecting sensitivity and confidentiality of data
• Able to provide full administrative support and to prioritize tasks and organize work independently
• Strong communication skills.
• Assertiveness and stress resistant in highly demanding environment
• Team player
• Problem-solving attitude
• Personal adaptibility Creativity
• Customer-oriented approach
• Flexible open-minded personality
• Works according to high ethical standards

Experience

• Proven experience as Executive Assistant in an international matrix environment
• Necessary for having enough administrative background.