Management Assistant IGTD

Job Title

Job Description

In this role, you have the opportunity to Join the Image Guided Therapy Devices (IGTD) International team in a diverse role, performing the duties of a management assistant supporting the Head of Commercial for the International Markets as well as performing basic administrative, organizational and operational roles, to support the IGTD International Management team and Marketing directors. As a Management Assistant, you will be instrumental in making sure the team works at its best. You will be working for the Head of Commercial and will make a difference by helping this team to stay connected and operate efficiently in this this fast-paced environment. Structuring communication flow and ensuring that critical information is available, organizing events and meetings, coordinating projects and assisting the Manager and its team with their day-to-day challenges is something you will be working on. This job requires full-time commitment as well as readiness for fast responsiveness beyond standard working scheme, if required.

Your role:

• You provide dedicated administrative support to Commercial management. This includes the coordination of managers’ schedules, making appointments, establishing agendas, and arranging the use of conference rooms or outside facilities.
• You provide more general support to the IGTD INT Management team, like setting up MT year calendar, meetings management, simple purchase requests, communication, organizing Town Hall with producers and the communication team
• You serve as a contact to employees and other stakeholders inside and outside the organization and help ensure smooth operations
• Agenda Management, Archive Management for the Head of IGTD Commercial
  • Responsible for travel arrangements (logistics and travel agenda)
  • Travel, flight, and accommodation bookings
  • Outlook agenda management, mail screen incoming and outgoing mail, processing, and priorities
  • Expense management and requests through Concur system
  • Organize and host meetings, events, (video) conferences, Web casts, internal and external for IGTD MT
  • IT requests
  • Creating Purchase orders and approve in RBAM
  • Approving expense reports, travels etc. according to guidelines and company policies.
  • On-/Off boarding (including organization of farewells)
  • Create and manage Team’s site, calendar, sharepoints
  • Up to date database of key contacts
• You provide support to Marketing directors with creation of Purchase orders

You’re the right fit if:

• Experience in a similar role as Management Assistant in a fast-paced, dynamic, international environment
• You have a passion to support people and apply strong organizational and planning skills.
• Pro-active and enthusiastic person, who is willing to take initiative, knows how to set priorities under pressure and has ability to work independently
• Effective communication skills, with strong English language skills and French or Dutch fluency
• Is a multi-tasker, thinking in solutions, with a hands-on and no-nonsense mentality
• Is open and approachable, as well as comfortable in directing others
• Has a strong work ethic and positive attitude. Is able to deal with sensitive, complex and confidential information
• Is easy in using and adopting IT tools and communication technologies. Has good understanding of Microsoft Office and other administrative tools
• Is able to quickly build profound understanding of a complex organization’s structure, policies and guidelines
• Both a team-player and an independent worker, easily connecting to others