Executive Assistant (bilingual English / Spanish)

Executive Assistant

When our values align, there's no limit to what we can achieve. At Parexel, we all share the same goal - to improve the world's health. From clinical trials to regulatory, consulting, and market access, every clinical development solution we provide is underpinned by something special - a deep conviction in what we do.

Each of us, no matter what we do at Parexel, contributes to the development of a therapy that ultimately will benefit a patient. We take our work personally, we do it with empathy and we're committed to making a difference.

Job Purpose :

This Executive Assistant will handle a wide range of administrative and executive support for a Senior Vice President and a Vice President located in the US, and will be able to work independently with minimal supervision. As an exceedingly well-organized and flexible team player, the Executive Assistant shall carry out all functions with experience, to the highest standards of quality and efficiency, and with a high level of professionalism and confidentiality.

Key Accountabilities :

• Proactively managing complex calendars, in particular making effective use of the Executive's time, interacting with internal and external executives and assistants, scheduling complex meetings across multiple time zones.
• Arranging complex travel to worldwide destinations, drafting corresponding itineraries, and collating all necessary paperwork.
• Managing and understanding the Executives priorities, liaising with global colleagues to manage information flow, internally and externally.
• Proactively assess the Executive's workload to identify opportunities to provide additional support to him / her.
• Interact with Senior Management, Vice Presidents, Clients, Investors, and International Offices as required.
• Work with the Executive to maximize his / her efficiency by collecting and organizing incoming emails / meeting materials, producing drafts and finals of outgoing correspondence / materials as required.
• Gathering and collating information to ensure managers are prepared for all meetings and teleconferences and prompting where action items have been allocated.
• Ensuring expenses are claimed and reconciled within company timelines.
• To provide support to visiting senior executives from other Parexel offices by organizing accommodation, transport, lunches, etc.
• To ensure confidentiality of the information and use of discretion at all times.
• Drafting correspondence to colleagues and clients i.e. announcements, emails, etc.
• Arranging meetings i.e. sourcing the venue, communicating the logistical details to the delegates, distributing agenda and where necessary, dialing in as required to ensure the meetings are accurately recorded.
• Maintain relevant / departmental databases as appropriate.
• Administrative support to all members of specific delivery units and / or regions as appropriate.
• Other administrative tasks and ad hoc projects as and when required.

Skills :

Knowledge and Experience :

Education :

Language Skills :