Junior Executive Assistant

2 weken geleden

Utrecht, Utrecht, Nederland Undutchables Voltijd € 3.000 - € 3.250
Job description This position handles all administrative, secretarial and other support related activities for the International Leadership Team and manages Internal meetings and External (Marketing / Customer) meetings. To accomplish this, a number of key responsibilities are listed:
RECEPTION
  • General Administrative and Reception tasks, such as:
    • answering telephone;
    • welcoming guests to the office;
    • internal distribution of incoming post, etc.;
    • preparing letters, e-mails and presentations, filing etc.;
    • mail shots and general outgoing mail.
    • Maintaining and ensuring an efficient, workable office environment, including:
    • responsible for ordering and maintenance of groceries, office supplies, catering, and handling deliveries/pick-ups;
    • liaising with building manager for facility services, in absence of the Office Manager EMEA.
  • Dealing with visitors to the office, from providing route descriptions to boardroom arrangements.
  • Preparation and distribution of weekly movement sheet.
GENERAL
  • Support the International Leadership Team in their daily business responsibilities: coordinate meetings and team meetings, organize (complex) international travel and accommodation in collaboration with the Back Office Team; generation of documents, Visa applications, expenses, reports, minutes, presentations, special projects and general administrative support.
  • Organizing logistics and support onsite of internal meetings, if required, in collaboration with the Back Office Team.
  • Manages the yearly calendar for the International Leadership Team.
  • Support employees with regards to travel and accommodation, if required.
  • Works on special projects as needed.
  • Provide ongoing support for regional and international congresses and trade show activities, expense tracking, booth planning, event support, staff communications and training, preparation and delivery of marketing materials and giveaways, management of booth furniture and other assets, supervision of vendors, and general oversight of trade show logistics.
  • Coordinate and execute customer invitations, sponsor and speaker agreements, congress registrations, and post-event follow-up evaluations.
  • Provide logistics and onsite support on external Marketing Events, ensuring compliance with legal and regulatory standards, code of conduct, and internal policies for customer invitations and sponsorships.
  • Submit reviewed and pre-approved marketing materials in Ensur for final approval by Legal, Regulatory and Marketing.
  • Provide administrative events support to the Head of Marketing.
  • Collaborate with Legal and Regulatory with regards to overall compliance.
  • Other duties as assigned.
Requirements To be successful in this position, a can-do and supportive attitude is required. You should be quick to learn and have an understanding of how a highly regulated business works. Next to this, here are some hard requirements:
  • General office administration experience (including event, travel and (large) meeting organization);
  • Excellent verbal and written communication in English; other European languages are a plus;
  • Living within commutable distance from Amersfoort (within 30 minutes) and willing and able to travel to the Amersfoort office daily;
  • Valid work permit for the Netherlands;
Working conditions We are offering a competitive salary in line with market standards. You will start working at our client through an Undutchables contract and this could change into a direct contract. It is an office based position and the working hours are from 9h00 - 17h30
Company description Our client is an American company that is successful and very active in the Pharmaceutical sector. They are a highly regulated company with a collaborative and professional way of working. They have a great office in Amersfoort, and are looking for a Junior Executive Assistant to help support their team.

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