Executive Assistant to The Vice President
vor 7 Monaten
With its beginnings in a family run pharmacy in Correggio, Italy in the 1920s, Recordati is now a global pharmaceutical force, listed on the Italian stock exchange, with over 4,300 employees.
We are a group of like-minded, passionate individuals who go to extraordinary lengths for our partners, customers, investors and the people across the globe who we serve. We develop and commercialise medicines to serve people living with common diseases, as well as those living with some of the rarest, in around 150 countries.
At Recordati, our mantra is simple. We've always believed that health, and the opportunity to live life to the fullest, is a right, not a privilege. Whether that is for common diseases or the rarest - we want to give people the opportunity to be the best version of themselves.
This drive will never stop. Together, we will always be reimagining tomorrow - with new ideas, new technologies and new innovations to fight diseases.
Recordati. Unlocking the full potential of life
**Role purpose**
The purpose of the Executive Assistant to the Executive VP Rare Diseases is to provide a highly professional and wide-ranging executive PA and administrative support service to the Executive VP Rare Diseases, and the Rare Diseases Leadership Team as directed. This role can be based from our offices in Basel, Switzerland or Hemel Hempstead, UK. Hybrid working is offered - 2 days per week from the office. If the role is UK based, it will form part of the UK Office Administrative Team who ensure the smooth running of the UK Hemel Office and assisting with UK Events. Absolute confidentiality is expected.
**Key accountabilities**
**Executive Administrative Assistance**:
- Executive diary management for Executive VP Rare Diseases (and Rare Diseases Leadership Team as necessary), including forward planning,
internal & external meetings across different time zones, setting up teleconferences and preparing meeting documentation.
- Organise travel arrangements for Executive VP Rare Diseases in line with company travel and expense policy.
- Organise Rare Diseases Leadership Team meetings and assist in preparation of agendas and meeting materials, circulating in a timely manner,
producing minutes, and ensuring follow-up actions are progressed where necessary.
- To provide high-level secretariat support to key internal and external meetings involving the Executive VP Rare Diseases.
- Managing expense reports (if Basel based).
- To prepare correspondence, reports, memos and presentation material as required.
- Project Management - Manage specific projects on behalf of the Executive VP Rare Diseases as and when required.
- To support with the arrangements and management of Rare Diseases Townhall Meetings, working closely with the Group Communications Team.
**Event Organisation - Rare Diseases Leadership Team Events & UK Office Events**
- To organise and co-ordinate Rare Diseases Leadership Team in-person meetings and Corporate Events, including venue finding, attendee
management and communication, managing travel and accommodation bookings and event logistics.
- If UK based, assist with the organisation of UK Office events (Christmas Parties/ Summer Parties/Monthly Office Events)
- To manage the event during build up, open, and breakdown periods. To act as a main contact/liaison between the client and all service
partners/departments working on the event.
- To negotiate with service partners to keep operating costs to a minimum whilst still ensuring quality and professionalism.
- To liaise and co-ordinate with Recordati office managers in relation to events.
- To ensure that event budgets are met.
**Office Administration (if UK based)**
A member of the UK Office administrative team to perform a variety of activities:
- Smooth day to day administration and running of the UK Hemel Office
- Management of the UK Office Budget and providing input for Quarterly Finance Reviews, working closely with the Finance team and the Head
of Onco & Medo Franchises.
- To manage the maintenance of office fit-out and projects for any larger office changes.
- Management of office equipment and liaising with relevant service providers.
- To collect and distribute post to relevant departments.
- To meet and greet visitors to the office.
- To maintain close contact with the building's facilities team, managing landlord communications, escalating issues as they arise and
communicating important notices to employees.
**Technical/professional experience required**
- Previous experience as a C-Suite Executive Assistant or Personal Assistant.
- Additional European language an advantage but not essential
- University degree or equivalent an advantage but not essential.
- Excellent IT, organisational and project management skills.
**Personal specification**
- Strong organisation skills and flexible approach
- Excellent interpersonal and communication skills
- Ability to communicate with a wide range of people
- Able to work under pressur
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