Executive Assistant (bilingual English / Spanish)

Job Purpose:

This Executive Assistant will handle a wide range of administrative and executive support for a Senior Vice President an a Vice President located in the US, and will be able to work independently with minimal supervision.  As an exceedingly well-organized and flexible team player, the Executive Assistant shall carry out all functions with experience, to the highest standards of quality and efficiency, and with a high level of professionalism and confidentiality.

Key Accountabilities:

• Proactively managing complex calendars, in particular making effective use of the Executive’s time, interacting with internal and external executives and assistants, scheduling complex meetings across multiple time zones.
• Arranging complex travel to worldwide destinations, drafting corresponding itineraries, and collating all necessary paperwork.
• Managing and understanding the Executives priorities, liaising with global colleagues to manage information flow, internally and externally.
• Proactively assess the Executive’s workload to identify opportunities to provide additional support to him/her.
• Interact with Senior Management, Vice Presidents, Clients, Investors, and International Offices as required.
• Work with the Executive to maximize his/her efficiency by collecting and organizing incoming emails/meeting materials, producing drafts and finals of outgoing correspondence/materials as required.
• Gathering and collating information to ensure managers are prepared for all meetings and teleconferences and prompting where action items have been allocated.
• Ensuring expenses are claimed and reconciled within company timelines.
• To provide support to visiting senior executives from other Parexel offices by organizing accommodation, transport, lunches, etc.
• To ensure confidentiality of the information and use of discretion at all times.
• Drafting correspondence to colleagues and clients i.e. announcements, emails, etc.
• Arranging meetings i.e. sourcing the venue, communicating the logistical details to the delegates, distributing agenda and where necessary, dialing in as required to ensure the meetings are accurately recorded.
• Maintain relevant/departmental databases as appropriate.
• Administrative support to all members of specific delivery units and/or regions as appropriate.
• Other administrative tasks and ad hoc projects as and when required.

Skills:

• Excellent oral and written communication skills –able to communicate at all levels
• Highly organized with the ability to prioritize workload and manage multiple, conflicting deadlines with attention to detail and within agreed timelines
• Strong attention to detail
• Proactive individual, able to work on own initiative
• Ability to work in a fast-paced environment
• Ability to liaise with senior management within Parexel and external organizations
• Forward thinking team player with a flexible attitude with respect to work assignments and new learning
• Willingness to work in a matrix environment and to value the importance of teamwork.
• Ability to successfully work in a (“virtual”) team environment
• Effective time management to meet daily metrics or team objectives
• Client focused approach to work

Knowledge and Experience:

• Excellent working knowledge of relevant software such as MS-office (Outlook, Teams, Excel, Word and PowerPoint)
• Extensive job experience supporting those at the Management level and above
• Exposure to global operations and/or professional services
• Experience in dealing with strict adherence to confidentiality requirements

Education:

• Academic degree or equivalent experience in administrative support

Language Skills

• Excellent in written and oral English as well as local language