Executive Assistant (m/w/d)

Office Coordination / General Administration

Our Customer ist a japanese global player from the pharmaceutical industry with a track record of nearly 140 years.


Recently, the German office is to be build up and major business achievements are to be made.


If you are thriving to be part of a mission that will bring real and needed medical solutions to people who need these the most you are at the right spot with our client!


We are looking exactly for you as an experienced

Executive Assistant (m/w/d)

Office Coordination / General Administration

  • Bereich:


  • Berufssparte:

    Medical Affairs

  • Arbeitsregion:


  • Art der Anstellung:


  • Kennziffer:


  • Aktualisierung:


Haben wir Ihr Interesse geweckt?

Dann bewerben Sie sich gleich hier Online oder per E-Mail unter Angabe Ihres frühestmöglichen Eintrittstermins und Ihres Gehaltswunsches.

Ihre Aufgaben

EA Support Role

  • Prepare and edit correspondence, communications, presentations and other documents
  • File and retrieve documents and reference materials
  • Conduct research, assemble and analyse data to prepare reports and documents
  • Design and maintain databases
  • Manage and maintain executives’ schedules, appointments including complex travel arrangements
  • Arrange and coordinate meetings and events
  • Record, transcribe and distribute minutes of meetings
  • Monitor, respond to and distribute incoming communications
  • Liaise with internal staff at all levels
  • Interact with external clients


Office Administration

  • Provides a proactive day to day office and admin management service and is the first point of contact for all office enquiries
  • Instigate, prepare and run weekly update meetings with SVP People and Admin to ensure thorough understanding of the issues and matters dealt with or coming up
  • General office maintenance; liaise with suppliers on an ad hoc basis (Nespresso, JLL, pest control etc.)
  • Daily office check and on-going checks on meeting rooms and kitchen area to ensure quality and quality cleaning
  • Ensure recycling is done/consider ways to improve ‘being green’
  • Conduct monthly hazard assessments
  • Proactively manage all aspects of administration and office against agreed budget, constantly questioning need and value added, maintain records on monthly spend with a view to creating annual budget report



  • Support lead at tenants meetings on a quarterly basis



  • Provide well considered budget and supporting documentation for the annual office requirements
  • Working with the SVP People and Admin, proactively manage, assesses and re-negotiates suppliers contracts, including but limited to the quarterly maintenance contracts
  • Prepare yearly declaration to HMRC re business visitors

Ihre Qualifikation

  • At least 5 years proven experience within office administrator and Executive Assistant roles with the desire to learn and develop into a full office manager role in due course
  • Knowledge of all basic office procedures and requirements and experience of helping to run a small office
  • Proficient computer skills with an in-depth knowledge of relevant software such as MS Office Suite
  • Exceptional attention to detail
  • Ability to work on multiple tasks
  • A high level of practical common-sense, ability to analyse a problem, solve
  • a very good command of the German and Englisch language

Your contact person

Tilman Grumbd


Optares Medical GmbH & Co. KG
Tilman Grumbd
Heiligengeist Höfe 8
26121 Oldenburg