Executive Secratary

The Terumo Interventional Systems division (TIS) provides high quality, cutting-edge solutions for cardiac and vascular surgery, and interventional procedures performed inside blood vessels. We pursue therapies that minimize physical burden on patients. We offer diagnostic and therapeutic solutions for coronary and peripheral diseases, and oncological indications.

We are currently looking for an experienced executive assistant to be the right hand of one of new incoming senior leaders. The ideal person for the job will be a proactive problem solver with strong communication skills and a good attention to detail. You will have previous experience working as an assistant of an executive. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

Your primary responsibility is supporting the EMEA Vice-President of TIS, provide support to her executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.
You manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks. On top, you plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld. This is a hybrid role, working on average 2 days per week in the office in Leuven, Belgium.

Professional and Personal Scheduling:

Manage professional and personal scheduling for the Vice-President of TIS, including agenda, mail, email, calls, travel arrangements across different timezones, client management, and other company logistics.
Keep the SVP TIS advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Scheduling and Coordination:

Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Manage, coordinate, and arrange the president’s travel and travel-related activities, including hotel booking, transportation, and meal coordination, with crisis management capabilities in case of, for example, cancellations.
Coordinate complex scheduling and extensive calendar management, managing the content and flow of information to senior executives.
Organize team communications and plan events, both internally and offsite.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Communication:

Draft, review, and send communications on behalf of SVP TIS.
Assist the President in the development of presentations and white papers for internal and external audiences.
Create the full-year calendar, encompassing all main events and operating mechanisms for the executive.

Administrative Support:

Answer, screen, and transfer requests for appointments/introductions.
Perform administrative and office support tasks
Prepare, reconcile, and submit expense reports.
Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.

Confidentiality:

Maintain professionalism and strict confidentiality with all materials, exercising discretion when interfacing with the business.

Jan Swinnen