Executive Assistant International Regulatory Affairs

About the role

The Executive Administrative Assistant sits within International Regulatory Affairs, part of Global Regulatory Affairs, and provides high-level executive and administrative support to the Head International Regulatory Affairs and the International RA Leadership Team. The role manages the leader's agenda, communications, travel, meetings and administrative processes with accuracy and discretion, acting as a trusted point of contact for internal and external stakeholders and ensuring business continuity for the leader's office.

Key responsibilities

• Provide executive support including complex calendar management across time zones, prioritisation of requests, meeting preparation, correspondence, briefing materials and business continuity support.
• Act as first point of contact for the Head's office, research solutions and respond to email and phone inquiries, directing stakeholders to the right resources.
• Handle confidential, sensitive and business-critical information with integrity and discretion.
• Coordinate documents and correspondence, proofread them for accuracy and consistency, and ensure they follow corporate guidelines.
• Enter and format data accurately in spreadsheets and databases, using AI tools and the Microsoft 365 suite to track, document and report data and maintain team web pages.
• Arrange complex international and domestic travel, including accommodation, visas, transfers and itineraries, and prepare vendor payment documentation and expense reports.
• Support meetings and events, including logistics, catering and on-site support, and build a network within the department and across GRA.
• Take part in process improvements, self- and team audits and improvement actions, and perform other duties as required.

Required profile

• High school diploma or equivalent; associate degree or commercial/administrative apprenticeship preferred.
• Minimum of 8 years of relevant work experience, ideally supporting senior executives in an international environment.
• Fluency in written and spoken English; German is an advantage.
• Minimal travel, mainly for meetings.

Required skills

• Advanced Microsoft Office skills: Outlook, Word, Excel, PowerPoint and Teams.
• Strong PC literacy and comfort with digital and AI-enabled tools.
• Excellent organisational, planning and time-management skills, and the ability to work independently and across cultures.