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Executive Assistant

vor 3 Wochen

Zug, Schweiz Exact Sciences Corporation Vollzeit

Position Overview

The Executive Administrative Assistant is responsible for a variety of duties and responsibilities in support of senior leadership at Exact Sciences International, including managing executive calendars, compiling and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies and serving as a coordination point for team documentation, meeting notes and archives. This is a customer-facing position within the team and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization. Given the nature of the function, strong integrity, and ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information.

This position requires frequent communication and coordination with various levels of staff in the corporate headquarter offices in the U.S., as well as in the countries where Exact Sciences is present.

This position is based in the International headquarter of Exact Sciences in Baar (ZG), Lindenstrasse 2.

Essential Duties
- Executive support: manage the day-to-day calendar for Senior Int’l leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.
- Drive effective record-keeping through management of an efficient communication and organizational system and note-taking to include managing a document-sharing platform and driving the effective use of such tool.
- Drafting correspondence and presentations, which may be typed from notes, edits, photocopies, faxes, and/or files, and may be of a confidential nature.
- May prepare presentation materials for meetings (drafting and reviewing PowerPoint decks)
- Transcribing and distributing notes/minutes of meetings.
- Collaborate with leaders and assistants from multiple functions internally, and with partners externally to effectively manage availability and capacity of the leader.
- Support team communication efforts by authoring or editing team or company-wide communications.
- Project-based assignments can play a role based on qualification and personal interest.
- Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
- Support and comply with the company’s Quality Management System policies and procedures.

**Skills**:

- Ability to manage multiple tasks and prioritize competing demands.
- Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities, as well as the ability to solicit feedback and inputs.
- Excellent organizational skills and attention to detail.
- Excellent verbal and written communication skills.

Minimum Qualifications
- Associates degree in business administration, administrative support, or related field; or high school degree/general education diploma and 2 years of relevant experience in lieu of Associates degree.
- 5+ years of experience working in an administrative support capacity, demonstrating progressively increasing levels of responsibility.
- Demonstrated ability to use business travel and expense platforms and submit receipt reconciliation.
- Demonstrated ability to manage Microsoft Outlook calendars for individuals and groups.
- Highly proficient in Microsoft Excel, Word, and PowerPoint.
- Demonstrated use of initiative and innovation to identify needs for improvement and seeking and developing creative solutions.
- Demonstrated ability to interact professionally and communicate effectively with internal staff and external customers.
- Fluent to read, write, and speak English.
- Right to work in Switzerland without sponsorship.

Preferred Qualifications
- Professional experience providing Executive support.
- Fluent to read, write, and speak in German and other European languages.

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