Management Support

-CSL Vifor a CSL company specialised in Nephrology, Cardio-Renal, Iron deficiency and Rare Diseases is currently undergoing unprecedented growth, portfolio expansion and diversification. At this time to support the commercial leadership within the business a position has arisen for a Team Assistant to the Commercial Leadership.

With a heavy element of senior leadership time and travel management and a digital mindset for orchestrating working optimisation this is a critical role to ensure smooth running of the key leaders within the business. You will have demonstrable experience of managing senior stakeholder diaries and travel plans as well as practical exposure to M365 including advanced MS TEAMS functionality.

Key Measures of Success
- Supports effectively the Head Global Product Strategy & Commercial International Operations + the Head of Europe & Australia in administrative tasks, organization and coordination of activities
- Effective and efficient management of communication between upper management and employees, liaising with internal and external executives on various projects and tasks
- Manage to build a proper assistant network that support and deputizes each other and is a stable foundation for the commercial team.
- Provides support with respect to the planning and the organization of meetings, external & team events and travel arrangements where other departments are involved
- Anticipator, reliability
- Supportive and service-oriented approach and attitude
- Strong understanding of the company organization & processes and efficient network
- Proactive attitude
- Willing to learn about new fields and acquire new skills/competencies
- Responsibilities
- Organize bigger meetings with internal/external stakeholders, as well as minutes and action tracker as requested for the senior executives.
- Support ad hoc projects, meetings, teams as project coordinator or as additional project support
- Perform administrative and office support, such as spreadsheet creation, and maintenance of filing system, and contact database
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
- Handle, manage and monitor purchase orders, invoices, contracts & agreements, support tracking of operational expenses
- Organize team communications and plan events, internally and offsite
- Assist of new joiners, preparation, and scheduling of newcomer induction schedules
- Transparency reporting for 3rd parties
- Routine as well as daily ad-hoc tasks
- Deputy for work colleagues / personal assistants

Tasks
- Provide office support to the mentioned senior commercial leaders in all administrative and organizational matters
- Coordination of local and international meetings including agenda planning, logistics, catering and equipment needs, accommodation
- Travel, visa arrangements and expense reports, calendar management.
- Timely processing of purchase orders, invoices and agreements
- Prepare documents (letters, minutes, resolutions, minutes, reports, presentations, policies and regulations)
- Handles and collects efficiently documents and signatures required by the team members (agreements, power of attorneys, etc) and keeps track of such documents
- Handling notarizations and legalizations for corporate documents
- Transparency reporting with 3rd parties
- Managing and responding to parallel import notifications under the supervision of legal counsel
- Acts as interface between team members and clients when required
- Guidance and orientation to new team members, preparation of introduction program
- Exchange and interaction with internal and external stakeholders and services providers
- Requirements
- 10 years’ experience in administrative role reporting directly to upper management
- Clear service orientation. Willingness to support in a proactive manner and happy to learn new capabilities.
- Strong time-management skills and the ability to organize and coordinate multiple projects at once
- Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems (i.e. SAP)
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Ability to keep company confidences
- Excellent written and verbal communication skills in English (German is a plus)
- Ability to pay attention to detail
- Organization skills
- Ability to multitask
- Strong Interpersonal skills

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