Executive Assistant to Senior VP

Job content

Taken en verantwoordelijkheden

Department Info

The Terumo Interventional Systems division (TIS) provides high quality, cutting-edge solutions for cardiac and vascular surgery, and interventional procedures performed inside blood vessels. We pursue therapies that minimize physical burden on patients. We offer diagnostic and therapeutic solutions for coronary and peripheral diseases, and oncological indications.

Job Summary

As an Executive Assistant, you are under the direct supervision of the Senior Vice President TIS (Terumo Interventional Systems).

You will support her by fulfilling all administrative and organizational tasks. By extension, you will ensure that she is able to perform her daily operations as smoothly as possible. All the tasks are performed within a confidential environment.

You will fulfil your duties while working together with a fellow Executive Assistant, who also performs a similar role.

For this role, we’re looking for someone based in Belgium to work regularly out of our HQ in Leuven.

Job Responsibilities

As our Executive Assistant, you will primarily facilitate the much needed executive support. You will provide the full range of secretarial, administrative and organizational services to our Sr Vice President TIS, in a proactive and autonomous manner. Additionally, you will work closely with her, concerning confidential tasks and projects.

Your daily tasks might include the preparation and follow up of meetings and dossiers to ensure that the efficient progress of services is safeguarded. You will also ensure that practical arrangements are made efficiently (business trips, meeting room booking, travel, hotel booking, expenses handling, creation and follow up of IT requests, …). The planning of internal and external executive events will also be one of your responsibilities. In addition, you will make regular reports for a wide range of aspects (statistics, finance, attention points, …) and you will be responsible for both the coordination and execution of the necessary translations. Support will also need to be provided in ensuring progress to reach deadlines. You will contribute to this by updating and chasing delegated tasks as well as by holding yourself and others accountable to meet their commitments.

You will manage all incoming communications, but also screen the correspondence and telephone calls on request, according to the priorities. Consequently, you will gather additional information. You are as it were the local point and filter for both internal and external visitors. All confidential correspondence will also need to be fulfilled by you.

Your responsibilities will of course be made up of a significant amount of administrative work.

You will set up and maintain the office files and you will keep the correspondence and reports available for both reference and efficient operation for the management room. You will maintain and follow up the general ledger for all company internal official documents. In addition, you will handle training schedules for leadership members in co-operation with HR, but also the administrative issues related to company credit cards. The creation, handling and follow up of PO and vendors in the SAP-system will also be required up until the payment of the invoice is performed. You will facilitate the communication of the relevant information to the management room associates on specific administrative procedures, to raise awareness of certain policies and procedures. ?

The function description does of course not limit your responsibilities. You will assume all other responsibilities and authorities as well, that this function may require regarding new opportunities. Therefore, you will respond in a flexible way to occasional requests that are received outside office hours as well.

Profiel kandidaat

You have obtained a Bachelor’s degree in Management Assistant or an education related to the administrative field. Additionally, you can look back on 5 years of experience in supporting Executives, minimally.

You are able to work comfortably through complex policy, as well as organizational dynamics related to processes and people. Therefore, you also posses a significant level of EQ and maturity, and the needed aptitude to grasp the essence of various issues quickly and correctly.

Given the amount of time our Senior VP TIS is travelling, you are experienced in travel management with a ’thinking-ahead-mindset’.

You possess a high level confidentiality, honesty, diplomacy, loyalty. In addition you are able to work independently, set priorities for yourself and both embrace and promote change. You always need to be able to anticipate and balance the needs of multiple stakeholders. Those are much needed requirements to be able to handle multiple assignments at the same time, while meeting deadlines in a timely matter.?

To answer the needs of the future, you are tech savvy and digitally oriented. You’re used to work with multiple tools at the same time, with each having constant optimizations and updates. You’re able to work at a fast pace, and continuously looking for innovation.

You possess strong communication skills (verbal and writing) and are able to address the multiple levels in the organization effectively. Therefore, you need to fluent in English and Dutch. Proficiency in other languages will be regarded as an advantage.

You possess a service-oriented mindset and strong sense of responsibilities, as reflected in a high degree of accuracy / attention. ?

Geboden wordt

Working for Terumo means contributing to society through healthcare.

Terumo offers an attractive salary and benefits package.

We offer an opportunity to work in a top performing team. An organisation where everyone is treated with respect. We strive to create a diverse, equal and inclusive work environment. We invest in our associates by offering a broad array of development opportunities.

Linked with our core value Care, Terumo allows a hybrid way of working, combining office with home-based work. For the this role this means approximately 50% in the office, 50% at home, ensuring team connection face to face in the office on a fixed working day.

During your recruitment process, you’ll be able to have conversations with multiple Senior Leadership Members, including Ghada Farah as the hiring Senior Vice President.

Interested to contribute to the growth of Terumo? Have a look at Terumo Europe’s Corporate Video or visit our website!

Contact Person

Please upload your CV + cover letter, both in English.

Bethsabee Bellinck.

Talent Acquisition Partner - Terumo Europe.