Executive Assistant

Executive Assistant

Job Title

Executive Assistant

Job Description

Job title:
The Executive Assistantis responsible for supporting one or more Executives by managing moderately complex administrative, organizational, and operational tasks, while exercising autonomy within established procedures. The role ensures seamless communication, handling sensitive information with discretion, assists in preparing complex documents and presentations and in coordinating executive calendars, travel arrangements, and high-priority meetings, while also organizing high profile events. The role processes expense reports, provides budget management assistance along with financial insights, communicates important updates to and from the Executive(s) within and outside the department and organization and may also support the Works Council to represent employee interests.
Your role:
• Supports one or more Executives in various moderately complex tasks and projects by assisting in administrative, organizational and operational matters as needed and by staying knowledgeable of corporate policies, exercising autonomy within established procedures.
• Handles incoming and outgoing correspondence, including emails, letters and phone calls for Executive(s) while ensuring prioritization to ensure an organized and efficient communication flow and acts as a gatekeeper, handling sensitive or confidential information with discretion.
• Assists in preparing complex draft letters, emails, office documents including meetings agendas, minutes and follow-up action items, and high impact PowerPoint presentations that align with the Executive(s)’ strategic objectives.
• Maintains Executive(s)’ calendar, coordinating complex scheduling needs, ensuring alignment with key business priorities, and proactively identifying potential conflicts and aids in handling high-priority meetings with global stakeholders and in ensuring that the Executive(s) remain informed on key timelines and milestones.
• Maintains and organizes records, files, and documents, both electronic and paper-based, for Executive(s).
• Coordinates travel arrangements for Executive(s), including visa applications and booking flights, accommodations and transportation, while adhering to organization policies and budget constraints, and assists in preparing detailed itineraries and contingency plans.
• Assists in organizing high profile events, workshops, and conferences, as required by the Executive(s) including preparing necessary materials, ensuring technical setup, overseeing all logistical elements, liaising with senior stakeholder etc. to ensure that all aspects of the event are well-managed and meet participant expectations.
• Processes expense reports by collecting, reviewing, and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) and providing financial insights to optimize spending as directed by the Executive(s).
• Communicates local announcements and important updates in a clear, concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms for effective reach and supports in managing crisis communication to ensure that all stakeholders are kept informed.
• May support the Works Council in effectively representing employee interests and advocating for their well-being within the organization by possessing knowledge of the Works Councils Act and relevant Philips policies and regulations such as Social Plan, Collective Labor Agreement etc.
You're the right fit if: (4 x bullets max)
Minimum 2 years of experience in Administrative Support, Clerical Support or equivalent..
How we work together
We believe that we are better together than apart. For our office-based teams, this means working in-person at least 3 days per week.
Onsite roles require full-time presence in the company’s facilities.
Field roles are most effectively done outside of the company’s main facilities, generally at the customers’ or suppliers’ locations.
Indicate if this role is an office/field/onsite role.
About Philips
We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help the lives of others.
• Learn more about our business.
• Discover our rich and exciting history.
• Learn more about our purpose.
If you’re interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our culture of impact with care here.

Experience Level

Executive Level