Executive Assistant

Executive Assistant at Elsevier’s Science, Technology, and Medical Journals (STMJ)

About The Role

As an Executive Assistant at Elsevier’s Science, Technology, and Medical Journals (STMJ), you will provide advanced administrative support to multiple leadership team members, optimizing their time by understanding their objectives and priorities. You will occasionally back up other Executive Assistants during their absence, ensuring seamless support across the management team. This role requires a self-starter with excellent interpersonal skills to efficiently execute job responsibilities and contribute to the executive assistant pool.

Responsibilities

Planning and managing agenda

• Planning for Management Team Meetings, Financial Reviews, Monthly Catch ups with Direct Reports, Peers and Senior Executives
• Overall calendar planning and daily management of agenda via Outlook
• Plan and co-ordinate the monthly Management Team Meetings: Agenda Planning, Invitations, Technical Requirements, Refreshments, Social Activities, Dinners

Travel arrangements

• Plan and coordinate detailed travel arrangements
• Ensure thorough and timely preparation of travels: Agenda, visa, flights, itinerary

Expenses and invoices

• Monthly processing of expenses via Finance Portal
• Produce purchase orders, verify, and process invoices, assign cost codes and arrange invoice signing, approve invoices in the financial system and arrange payments by Finance
• Administrative and secretarial activities
• Establish, manage, and maintain a variety of files and records
• Screen mail, email, telephone calls, and visitors. Direct request to relevant areas and follow up on issues specific to the relevant managers
• Prepares reports, presentations, memorandums and spreadsheets, reports etc

Communication and intranet

• Preparation and distribution of internal communications
• Perform diverse administrative tasks and special assignments in support of the management team members, while exercising a high degree of discretion and initiative.

Qualifications

• Minimum 3 years' experience supporting senior management preferably in an international matrix or high paced organization bachelor’s degree - Preferred
• Highly professional with excellent interpersonal, organizing and communication skills
• Ability to work autonomously and make sound decisions in handling requests, appointments, and telephone calls
• Must be able to handle multiple assignments simultaneously in a fast-paced international environment, while setting priorities and meeting deadlines
• Detail Oriented
• Proactive attitude and exceptionally organized
• Proven time management skills
• Proven problem-solving skills
• Technology savvy and willingness to learn new communication tools and systems Languages: Excellent proficiency in English (Business Level both oral and written) Excellent knowledge of Microsoft (outlook, word, excel, powerpoint)

Work in a way that works for you

We promote a healthy work/life balance across the organisation. We offer an appealing working prospect for our people. With numerous wellbeing initiatives, shared parental leave, study assistance and sabbaticals, we will help you meet your immediate responsibilities and your long-term goals.

• Working flexible hours - flexing the times when you work in the day to help you fit everything in and work when you are the most productive

Working for you

We know that your well-being and happiness are key to a long and successful career. These are some of the benefits we are delighted to offer:

• Dutch Share Purchase Plan
• Annual Profit Share Bonus
• Comprehensive Pension Plan
• Home, office or commuting allowance
• Generous vacation entitlement and option for sabbatical leave
• Maternity, Paternity, Adoption and Family Care leave
• Flexible working hours
• Personal Choice budget
• Variety of online training courses and career roadshows
• Wellbeing programs and gym facility in the office
• Internal communities and networks
• Various employee discounts
• Recruitment introduction reward
• Work from anywhere
• Employee Assistance Program (global)
• Annual Event

About the Business

A global leader in information and analytics, we help researchers and healthcare professionals' advance science and improve health outcomes for the benefit of society. Building on our publishing heritage, we combine quality information and vast data sets with analytics to support visionary science and research, health education and interactive learning, as well as exceptional healthcare and clinical practice. At Elsevier, your work contributes to the world’s grand challenges and a more sustainable future. We harness innovative technologies to support science and healthcare to partner for a better world.

About Us

Elsevier is a global information analytics business that helps institutions and professionals advance healthcare, open science and improve performance for the benefit of humanity. We help researchers make new discoveries, collaborate with their colleagues, and give them the knowledge they need to find funding. We help governments and universities evaluate and improve their research strategies. We help doctors save lives, providing insight for physicians to find the right clinical answers, and we support nurses and other healthcare professionals throughout their careers. Elsevier provides digital solutions and tools in the areas of strategic research management, R&D performance, clinical decision support, and professional education; including ScienceDirect, Scopus, SciVal, ClinicalKey and Sherpath. Elsevier publishes over 2,500 digitized journals, including The Lancet and Cell, 38,000 e-book titles and many iconic reference works, including Gray’s Anatomy. Elsevier is part of RELX Group. With a wide range of technology jobs, commercial and business jobs, and graduate jobs, there is a part for everyone to play. We need talented people to help us inspire ground-breaking research.

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