Executive Administrative Assistant

Planet Pharma; Brussel; Hybrid; EUR 40.000 - 54.000; Vollzeit

Benefits dieser Stelle

Hybrid working model

International teams

Zusammenfassung

Planet Pharma is looking for a highly organised Assistant to support two senior leaders in a fast-paced, global function. You will manage calendars, coordinate international meetings, and handle travel arrangements while maintaining confidentiality and professionalism.

The role offers a hybrid working pattern with two days onsite and three days remote, with a temporary contract until year-end. Experience in healthcare or regulated industries is a plus, and you will engage with senior

Qualifikationen

• Excellent spoken and written English.
• Strong calendar and diary management experience.
• Outstanding organisational and prioritisation skills.
• Ability to manage multiple competing requests simultaneously.
• Experience using Outlook, Teams, SharePoint and Microsoft 365.
• Strong attention to detail.
• Ability to work independently with minimal supervision.
• Professional, adaptable and resilient approach.
• High level of discretion and confidentiality.
• Proactive mindset with excellent problem-solving skills.

Aufgaben

• Manage complex and fast-moving calendars for senior leaders.
• Coordinate meetings across multiple time zones.
• Organise team events, workshops, and leadership meetings.
• Prepare meeting agendas, materials, and pre-read documents.
• Arrange domestic and international travel and itineraries.
• Support purchase orders, invoice processing, and expenses.
• Maintain team SharePoint sites and org charts.
• Follow up on actions and project deliverables.
• Support onboarding activities for new team members.
• Be a key point of contact for admin support.
• Build relationships with stakeholders across international teams.

Kenntnisse

Calendar management

Diary management

Organisational skills

Prioritisation

Outlook/Teams/SharePoint

Discretion/confidentiality

Independent work

Problem solving

English communication

Stakeholder management

Tools

Outlook

Teams

SharePoint

Microsoft 365

Jobbeschreibung

• Location: South of Brussels
• Working Pattern: Hybrid (approximately 2 days onsite, 3 days remote)
• Contract: Temporary contract until end of year (freelance set up required)
• Hours: Full-time preferred
• Start Date: ASAP

The Opportunity

An international healthcare organisation is seeking a highly organised and proactive Assistant to support two senior leaders within a global function.

This is a fantastic opportunity for someone who enjoys operating at the heart of a fast-paced business, managing complex schedules, coordinating international activities and ensuring senior stakeholders can focus on their priorities. You'll become a trusted partner to senior leadership and play a key role in maintaining smooth day-to-day operations across global teams.

We are open to both experienced administrative professionals and ambitious junior candidates who learn quickly, work independently and thrive in dynamic environments.

What You'll Be Doing

• Managing complex and fast-moving calendars for senior leaders
• Coordinating internal and external meetings across multiple time zones
• Organising team events, workshops, offsites, and leadership meetings
• Preparing meeting agendas, materials, and pre-read documentation
• Arranging domestic and international travel, including itinerary management
• Supporting purchase orders, invoice processing, and expense administration
• Maintaining team SharePoint sites, organisational charts, and shared resources
• Following up on action items and project deliverables
• Supporting onboarding activities for new team members
• Acting as a key point of contact for administrative and coordination support
• Building strong relationships with stakeholders across international teams

What We're Looking For

• Excellent spoken and written English
• Strong calendar and diary management experience
• Outstanding organisational and prioritisation skills
• Ability to manage multiple competing requests simultaneously
• Experience using Outlook, Teams, SharePoint and Microsoft 365
• Strong attention to detail
• Ability to work independently with minimal supervision
• Professional, adaptable and resilient approach
• High level of discretion and confidentiality
• Proactive mindset with excellent problem-solving skills

Nice to Have

• Experience in pharmaceutical, biotech, healthcare, life sciences or another regulated industry
• SAP or purchase order management experience
• Experience supporting senior leaders or executive-level stakeholders
• Scientific or life sciences educational background

About You

You'll be someone who enjoys bringing structure to a busy environment and can confidently balance multiple priorities at once. You are highly organised, solutions-focused, and comfortable working with senior stakeholders. Most importantly, you're able to stay calm under pressure and can quickly adapt when priorities change.

Why Apply?

• Opportunity to support senior leadership within a global organisation
• International and collaborative working environment
• High level of responsibility and autonomy
• Immediate impact in a business-critical role
• Hybrid working model with flexibility
• Exposure to global teams and stakeholders