Executive Assistant - Medical Technology Company

City based Medical Technology Company is looking for a dynamic EA
Job Summary:
To provide administrative support to an executive, assisting with day-to-day operations, managing schedules, and ensuring efficient communication and coordination within the organization. The role requires a high level of professionalism, discretion, and organizational skills.
Duties and Responsibilities:
* Manage the executive's calendar and schedule appointments, meetings (physical
location & online), and travel arrangements (including the booking of flights and
accommodation), considering priorities and time constraints.
* Screen and prioritize phone calls, emails, and other correspondence, handling them
promptly and professionally.
* Message stakeholders on the executive's behalf and liaise with business partners.
* Prepare and edit documents, reports, presentations, and correspondence, ensuring
accuracy and adherence to organizational standards.
* Marking up any legal contracts (distribution, licensing, service agreements etc.)
* Coordinate and arrange Board and other meetings, conferences, and events, handling
logistics, invitations, agendas, and follow-ups.
* Take meeting minutes, transcribe and distribute them to relevant stakeholders,
ensuring clear and concise documentation.
* Conduct research, gather data, and prepare briefing materials for meetings,
presentations, and reports.
* Maintain filing systems, both physical and digital, organizing documents and
ensuring easy retrieval.
* Handle confidential and sensitive information with the utmost discretion and
professionalism.
* Liaise with internal and external stakeholders, including clients, suppliers, and
colleagues, to facilitate communication and coordinate activities.
* Assist in preparing and monitoring budgets, expense reports, financial documents,
assisting with bank reconciliation and submitting and reviewing staff expenses.
* Assist in preparing investor and internal slide decks.
* Follow-up with other staff members to ensure periodic reporting is done in a timely
manner.
* Perform general administrative tasks, such as ordering supplies, managing office and
exhibition equipment, processing invoices and expenses, maintaining international
tax calendars.
* Organise contractors as required, scheduling fire and health and safety checks,
maintaining the relationship with the building landlord.
* Handle personal matters and errands as directed by the executive, always maintaining
confidentiality.
Requirements:
* Proven experience (minimum 5 years) as a Legal PA or similar role, preferably
supporting senior executives.
* Comfortable reviewing legal documents.
* Excellent organizational and time management skills, with the ability to prioritize
tasks and meet deadlines.
* Strong written and verbal communication skills, with attention to detail.
* Proficient in using office software and tools, including Microsoft Office Suite
(Word, Excel, Outlook and excellent with PowerPoint) and digital calendars.
Knowledge of Concur and NetSuite preferred.
* Discretion and confidentiality in handling sensitive information.
* Professional and polished demeanour, with excellent interpersonal skills.
* Ability to work independently and as part of a team, with a proactive and positive
attitude.
* Flexibility and adaptability to handle changing priorities and multiple tasks.
* Knowledge of office management procedures and basic accounting principles is a plus.
* A relevant bachelor's degree in business administration or a related field is
preferred.
* Hybrid working 4 days in the office, 1 from home