Executive Assistant (m/f/d)

Administration

Position Purpose:
Works closely with the CEO and a limited number of executive management members to provide complex and specialized administrative support. Enables the CEO and other executive management members to work effectively and achieve their objectives.

  • Reporting Line: Chief Executive Officer
  • Department: Management
  • Travel Requirement: occasional travel only

Duties and Responsibilities

  • Assumes full ownership and manages CEO’s and other executive management members’ calendar; ensures timely start of meetings.
  • Follows through on open action items and ensures timely delivery/completion.
  • Conserves executive’s time by reading, routing and initiating appropriate actions or replying to correspondence.
  • Develops and maintains an effective filing system; retrieves documents as requested; develops and maintains contact and contract database.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for executive management when requested; prepares and submits expense reports as well as purchase requests.
  • Organizes programs, events or conferences by arranging facilities, caterers, coordination of speakers and information, issues invitations, and controls event budgets; comprehensively manages logistics for executive management meetings and similar events; greets and provides logistical support to visitors.
  • Handles highly confidential/sensitive materials and issues.
  • Screens incoming calls and correspondence; responds independently to calls and e-mails when appropriate.
  • Develops impactful and high-class presentations from rough sketches; takes and transcribes dictation, composes and prepares confidential and sensitive correspondence, reports and other complex documents.
  • Creates, maintains and updates database and spreadsheet files; prepares reports by collecting and analyzing information.
  • Leads projects and performs other duties as assigned.

Competencies

  • Works with high degree of autonomy and sets priorities in close alignment with management
  • Communicates and collaborates well with others; interacts effectively with all level of the organization
  • Establishes and foster key relationships; interacts in a caring manner
  • Works well in a fast-paced environment; prioritizes and manages multiple, frequently changing issues
  • Follows through on issues in a timely manner
  • Works with a high attention to details
  • Maintains highest level of confidentiality
  • Possesses strong written and verbal communication skills

Qualifications and Experience

Required

  • Relevant professional diploma
  • Minimum 5 years of experience as a Personal Assistant or Executive Secretary
  • Excellent skills in Microsoft Office (Excel, Power Point, Word and etc.); computer/IT affinity
  • Fluency in German; very strong English language skills

Preferred

  • Project management experience
  • Experience in working with multiple bosses
  • Strong Dutch language skills
  • Experience with handling of legal matters

We offer

  • A high impact role with high degrees of responsibility and autonomy
  • A very strong team performance and a position in a very dynamic environment – Europes fastest growing Online Pharmacy
  • Flat hierarchies, open communication and a good portion of pragmatism
  • Long perspectives and great chances for personal and technical development

Loctions:

Venlo

Here’s what we need to process your application

Resume & references
Salary requirement
Possible entry date

Here’s how easy it is!

Email your complete application package to the contact listed in the job description. Remember to include your resume, relevant references, your salary expectation and earliest possible starting date.

1.

If your skills match what we’re looking for, we will next invite you to a personal meeting so we can get to know each other a little better.

2.

If we then have a positive impression of you – and you feel you would enjoy working with us – we will arrange a second meeting at the site where you would be based (Cologne, Venlo, Paris or Tongeren).

3.

contact

Your contact for any questions regarding your application or an unsolicited application in the area of Administration: