Personal Assistant - Lead Coordinator

As Assistant, you will in this role assist and support the Sr BUD Instruments and MD France, with agendas, meetings, travels, and special projects as well as typical provision of executive administrative duties driving a maximum of efficiency. You also support the Leadership Team on specific projects like GPTW application and related programs, Corporate Social Responsibility, and internal communication. In addition, you provide full support as we further build our communications capabilities and strengthen our company brand and support our employee engagement in the region. You are responsible for effective collaboration with the site committee on internal and external communication, production of materials, presentations, townhall's, videos, intranet and digital.

Assists the Sr BUD Instruments France:

Time spent: 50%.

• Ensures follow-up of day-to-day business and the various files handled within the division
• Coordinates and distributes, where necessary, the schedules and agendas of the Sr BUD and BUMs.
• Anticipates, centralizes, and respond to requests from the sales force and the Sr BUD and BUMs.
• Provides the Sr BUD with all useful "field information".
• Prepares and organizes Business Reviews: preparing PowerPoint presentations if necessary, centralizing all information, drawing up the agenda, reserving the room, monitoring progress, drafting minutes if necessary, etc.
• Follow-up on requests relating to provision, Flex finance and maintenance contracts.
• Defines the date of the meeting or event with the Sr BUD and BUMs and inform the entire team.
• Draw up budget simulations (accommodation, travel, activities, etc.) to choose the venue for the meeting or event, and centralizes sales force travel requests if necessary.
• Draw up the agenda for the meeting or event with the Sr BUD and BUMs, and coordinates all contacts and relations with external service providers. Takes charge of the logistics of the meeting or event
• Organizes the participation of external speakers at the event in compliance with compliance procedures.
• Welcomes new employees to the division: drawing up an agenda for the day of arrival and arranging a meeting with representatives of the company's various departments, in collaboration with the manager. Ensure the survey after the onboarding period.
• Manages the internal communication for the division: Marcoms.

Assists the Managing director:

Time spent: 50%.

• Provide the secretariat and administrative management of entrusted files (preparation, updating, distribution and classification) in accordance with the rules in force
• Ensures the collection and transmission of any internal information useful for day-to-day assistance and general coordination
• Organizes appointments and anticipates reservation needs and the implementation of necessary actions
• Prepares, organizes and participates, if necessary, in various meetings and events such as Leadership Meetings, Business Reviews, Townhalls, Mid Year Meetings, ESM
• Provide the General Management interface internally and externally
• Ensures the role of reception, filtering, arbitration
• Contributes to the internal communication of the elements of the general policy and the company's project by ensuring the proper flow of top-down information
• Facilitates the fluidity of internal relations and the dissemination of a warm but professional atmosphere by obtaining the motivation of all applicants for contact with Management and all stakeholders in the company
• Manages internal communication, with the support of the site committee
• Manages communication actions specific to business projects (safety, quality, environment, internal cohesion, engagement).
• Proposes internal communication supports in compliance with Corporate branding guidelines
• Manages and controls the budgets of the General Management (business travel, expense reports, reservations, contributions, events, etc.)

Education & special trainings:

• Associates Degree or equivalent relevant experience
• Communication/Business/Marketing school is an advantage

Qualifications & experience:

• A minimum of 10 years of working experience in an administrative or coordination or communication role
• Strong knowledge of Microsoft Office applications, such as Word, PPT and Excel
• Experience in developing marketing content: either video material or print
• Experience in developing and maintaining website, digital materials.
• Experience with organizing and coordinating events (several hundreds of participants – live and virtual)
• Experience in negotiation with partners and suppliers
• Experience with engaging with high level positions like CEO’s.
• Strong ability to multitask, strong time-management skills, organizational and planning skills
• Strong team player, easy to talk to and a people´s person.
• High attention to detail, flexibility, and positive personality
• Fluent in English
• Driven to work in the healthcare industry.
• Deep knowledge of the franchise portfolio
• Strong communication skills, for internal and external stakeholders
• Deep understanding of company branding strategies