Job Description

Roles & Responsibilities

How you'll make an impact:

Plan and execute meetings and events with some supervision (15%)
Utilize all relevant computer applications to support the creation of correspondence and presentations, track and chart metrics data, perform accurate data entry, and generate reports that support departmental operations, organizational initiatives, or executive-level management. (15%)
Assist in semi-routine and non-routine administrative projects/tasks. (15%)
Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management (10%)
Perform general administrative activities including screening and directing phone calls, filing as well as composing and typing general correspondence under limited direction (10%)
Assistance to the company employees with respect to various administrative tasks including (10%):
- travel arrangements i.e. flight, car rental, accommodation bookings
- processing and preparation of travel expenses
- tailoring/finalizing business presentations
- prepare meeting minutes
Manage schedule and calendar of management with attention to accuracy and detail, including keeping Executive informed of calendar changes and change requests (5%)
Schedule domestic and international travel in compliance with existing policies and procedures, to optimize use of Executive's time and schedule (5%)
Cooperate and support larger corporate events (e.g. conferences, team-buildings, together with Office Supervisor) (5%)
Provide event management support for HR department (e.g. social team events, charity occasions, volunteer initiatives) (5%)
Liaise via telephone and in person, establishing and maintaining relationships with external suppliers relevant to events such as hotels, restaurants, event agencies, entertainment providers and other participating parties (5%)

What you'll need:

6+ years of relevant experience, i including exposure to executive-level stakeholder.

Strong command of English, both written and verbal.

Solid communication and interpersonal skills

Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.

Previous experience in event coordination or support is preferred.

Quick learner with the ability to adapt to new absorb information within new fields (example Cardiology terms, definitions).

Completes tasks in resourceful and effective ways

Ability to manage internal and external confidential information with utmost discretion

Works autonomously within established procedures and practices

Ability to work in a fast paced, dynamic work environment

Strict attention to detail

Ability to interact professionally with all organizational levels

Pro-active attitude, an enthusiastic, driven, "can-do" attitude rather than waiting for things to happen

Highly organized, accurate, consistent and dedicated to performing the internal/external client experience

Works well under pressure

What else we look for:

Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health & Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control

Desired Candidate Profile