Executive Assistant

Job Purpose

Takes responsibility and ownership of all issues related to the C-Suite in terms of organization, correspondence, project management, deadline compliance, and important documents and files.

Key Duties and Responsibilities

• Proactively organizing and maintaining the CCDO’s schedule, including coordinating meetings, appointments and events
• Draft reports, emails, presentations and letters for Executive Leadership Team members
• Planning and booking business travel arrangements/itineraries, including domestic and international flights, ground transportation and accommodation for specific Executive Leadership Team members, as required. Maintain and actively manage all incoming and outgoing communications related to specific Executive Leadership Team and related projects, prioritizing emails, and drafting responses on behalf of the CCDO and other Executive Leadership Team members
• Collaborate with other EAs to ensure the successful setup and execution of Board meetings, including preparing the meeting room, arranging materials, coordinating technology and catering, and providing on-site support to external Board members, if required
• Preparing and submitting expense reports, on a timely manner, ensuring adherence to company policies. Liaise with customers, KOLs, and business guests to provide appropriate hospitality and support while acting as a liaison between the CCDO and internal or external stakeholders

Minimum Requirements (Experience & Education)

• Solid working experience as an Executive Assistant reporting to C-suite level, ideally in a related industry
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, ELT and external stakeholders
• Excellent communication skills
• Ability to remain calm under pressure and handle emergency situations efficiently, ensuring continuity for C-Suite operations
• Proactive problem solving: Anticipating needs and resolving issues before they arise
• Positive and dynamic personality – Collaborative and ‘can do’ attitude
• Highest levels of Confidentiality
• Advanced proficiency in Windows, including MS Word, EXCEL, PowerPoint, and Teams. Experience in Microsoft office 365 (D365) is preferred
• Ability to work independently and with professional discretion and confidentiality
• Excellent writing, editing, grammatical, organizational, and research skills
• Excellent management, time-management, and problem-solving skills

Behaviours linked to Theramex Values

Passion

We are committed in heart and mind to improving care in Women’s Health. We strive for absolute excellence in whatever we do and have the humility to know when we’ve hit the mark, and when we can do better.

Integrity

Holding ourselves to the highest ethical principles is at the center of our philosophy. We are genuine and transparent and treat every individual with fairness and respect.

Collaboration

We are dedicated to listening to our patients, healthcare professionals and our employees. We appreciate the value of hearing from people who offer new ideas and innovation, and working with them to improve and add to our offerings-giving doctors and patients the best outcomes possible.

Agility

In a world that moves fast, we need to be able to keep pace. We are efficient, nimble, and flexible; our combined professional experience in this sector means we can not only make quick decisions, but the right ones.