Executive Personal Assistant in Hamburg bei Pharmalex

We are growing, grow with us!
Are you looking for a dynamic company with daily new challenges and opportunities?
Then, Pharmalex is your career opportunity! Pharmalex is one of the leading service companies for the Pharmaceutical Industry globally and is specialized in all aspects of drugs and medical devices approval, of the market development and any action of effective product maintenance.

Executive Personal Assistant

The Executive Assistant will provide high-level administrative support to key members of the executive leadership team: Chief Operating Officer, Chief Strategy Officer.

*** This is an European remote position for those located in one of the EU countries where PharmaLex has legal entity ***


Your Job

• Performs advanced, diversified, and confidential administrative support for Senior Executives
• Handles highly confidential information
• Maintains flexibility and an open mind-set to be on call when executives are travelling on-hand to make any necessary changes as / when they arise
• Exercises strong gatekeeping ability and capacity for building relationships across the growing global leadership team
• Coordinates communications, including taking calls, responding to emails and interfacing with internal/external stakeholders
• Drafts, amends and finalises PowerPoint slides for speaking presentations
• Types and produces reports, presentations, and spreadsheets
• Organises confidential files, manages relevant data, and maintains accurate records

• Uses initiative to ensure appropriate prioritisation of extensive, complex and constantly changing diary priorities for both business and personal when required, ensuring all meetings are managed effectively. Makes changes where necessary, applies understanding of key priorities and objectives and ensures timing and logistical details are in place
• Acts as extension to the leadership team in taking ownership of issues through to resolution, coordinates responses and keeps all stakeholders informed as appropriate
• Ensures leadership team is prepared for all meetings and has all necessary materials (eg., document printouts / changes to venue / transfer times, etc)
• Attends relevant meetings, takes notes / action points as requested and distributes these to attendees
• Prepares key info and briefing notes ahead of meetings and events

• Arranges global travel management including:
  • Flights (including multi-leg trips),
  • Hotels,
  • Transfers,
  • Visas (arranging appointments, completing forms, etc),
  • Detailed itineraries and agendas

Your Profile

• Minimum 5 years of relevant experience in a fast-paced environment working as a high-level Executive Assistant
• Proven ability to independently manage multiple tasks, work under pressure, and meet deadlines
• Proven ability to take decision autonomously
• Strong knowledge of MS Word, Excel, Power Point and Outlook
• Fluent English, both written and spoken; any additional language, such as German, French, Spanish, Italian is a plus

• Excellent communication skills – both verbal and written
• Able to provide relevant ad-hoc information on request
• Adept at handling sensitive and confidential situations
• Strong interpersonal skills
• Strong organisational skills; attention to detail
• Ability to resolve issues quickly and efficiently
• Proactivity and ability to plan for and pre-empt any and every eventuality, including upwardly managing the executive team to ensure that their time is best utilised
• Strategic planning ability with sound technology skills, analysis, judgement and operational focus
• Ability to always maintain confidentiality and discretion.
• Ability to resolve issues quickly and efficiently

If you are interested in joining our Pharmalex team taking over this challenging job opportunity in our future-oriented company, we are looking forward to receive your application documents stating your earliest possible starting date, any visa requirements and salary expectations on-line.

For further information please don’t hesitate to contact us.

Agencies only by prior agreement for the specific job opportunity.