Executive Assistant

2 weeks ago

Northern Beaches, Australia Pettit Pharma & Device Search Full time

10-11 month maternity leave temp contract - 3 days a week at home
- 2 days in the office near Hornsby, stunning offices, parking on site
- Fantastic, family friendly team to work with, be trained on all systems

THE COMPANY YOU WOULD BE JOINING
- This global, European headquartered, pharmaceutical & medical device company specialises in lifesaving prescription medicines and medical technologies.
- Their products and services are used to help care for critically and chronically ill patients.
- They are committed to putting essential medicines and technologies in the hands of people who help improve patient outcomes.

**BENEFITS**:

- Large, global healthcare company with a culture that is family friendly, open and collaborative, nurturing and progressive.
- A supportive leader that believes in giving his team complete autonomy.

WHAT YOU WILL DO
- This Executive Assistant, 10-month maternity leave contract will be responsible for being the primary contact for the Senior Vice President North East Asia and Director of Finance and IT, 2 super nice people who will require you to work with complete autonomy.
- The role will provide administrative, telephone and clerical support as well as coordinating priorities/calendars and attending to matters requiring follow-up.
- The position will participate in meetings and take minutes and sort out mail daily, referring material to relevant people and produce correspondence, reports, presentations and forms while maintaining an office filing and database system, ensuring it is up-to-date and compliant with standard processes and formats.
- The position will need to maintain database systems eg: Contracts database, ensuring contracts are up-to-date and compliant with standard processes and formats and manage the purchase order system.
- You will be liaising with your colleagues regarding contracts submitted within the Salesforce CRM system to ensure signatures are complete and uploaded and complete required reports within designated timeframes and to ensure projects are conducted efficiently.
- You will manage and organise conferences and events, including sourcing venues, adhering to specific budgets and coordinating details such as decor, catering, entertainment, transportation, location, invitee list, special guests / third party suppliers, equipment, promotional material etc.
- You will organise travel bookings (flights, accommodation, car hire etc) for the Senior Vice President North East Asia, Director of Finance, Commercial Services Manager, plus other staff members as required and you will coordinate meeting requirements such as venues, catering and equipment.
- You will complete monthly travel invoice reconciliations and filing of banking statements for the finance team and produce monthly cheque requisitions for all company cheques received, process in Excel and send off to the bank once processed.
- You will assist with the smooth running of the office by providing back up support to other administration functions.

YOU WILL HAVE THE FOLLOWING TO BE SUCCESSFUL
- You will be able to commence asap and be able to complete a 10-11 month temp contract working 2 days in the office near Hornsby, with 3 days working from home if desired.
- You will have experience in a similar EA/PA/administrative role and be proficient in Microsoft Office Suite.
- You will be very pro-active, demonstrating initiative, you must be a self-starter with a great attitude, with strong interpersonal skills, with excellent written and verbal English language skills.

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