Executive Management Assistant IGTS Innovation

Location: Best

Job Title Executive Management Assistant IGTS Innovation

Job Description The Executive Assistant supports senior leadership within the Medical Office of IGT-S by assisting in administrative, organizational, and operational tasks, ensuring compliance with corporate policies and working autonomously within established procedures. The role goes beyond traditional administrative support: it handles and prioritizes correspondence, drafts documents, and maintains records, while managing calendars and coordinating travel and event operations for the executives and the Leadership Team.

Beyond core administration, the role coordinates internal and external visits, oversees QJ2 floor and laboratory readiness, and drives team engagement initiatives. It processes expense reports, supports budget management and procurement, and communicates important updates to and from the executives within and outside the department. The position requires strong stakeholder management, cross-functional coordination, operational oversight, and on-site engagement in a dynamic international environment.

Your role :

Supporting senior leadership within the Medical Office — including the Head of Medical & Clinical and the Director of Advanced Clinical Innovation Partnerships — in routine to moderately complex administrative, organizational, and operational tasks and projects, while staying knowledgeable of corporate policies and working autonomously within established procedures.

Handling incoming and outgoing correspondence, including emails, letters, and phone calls, for the executives and their direct stakeholders, ensuring prioritization for an organized and efficient communication flow.

Scheduling appointments and maintaining calendars with relevant meetings, timelines, milestones, and events, and coordinating meetings for the executives and the Leadership Team across Medical Safety, Medical Affairs, Strategy, and Advanced Clinical Innovation Partnerships to ensure alignment with priorities.

Creating draft letters, emails, and office documents — including meeting agendas, minutes, follow-up action items, and PowerPoint presentations — to support the communication and documentation needs of the executives.

Coordinating travel arrangements, including visa applications and the booking of flights, accommodation, and transportation, while adhering to organizational policies and budget constraints.

Coordinating internal and external visits with Clinical Scientists, Front-End Innovation, and the Customer Experience Center, and overseeing QJ2 floor and laboratory visitor readiness — ensuring cleanliness, organization, and confidentiality across the three labs ahead of stakeholder visits.

Organizing events, workshops, and conferences, including departmental engagement initiatives such as Med Talks, Morning Rounds, the annual Quo Vadis team event, and team activities, preparing necessary materials and ensuring technical setup so each event meets participant expectations.

Maintaining and organizing records, files, and documents, both electronic and paper-based.

Processing expense reports by collecting, reviewing, and verifying receipts and documentation for accuracy and compliance, and assisting in managing budgets, including travel, conferences, and congresses, as directed by leadership.

Providing procurement support by raising purchase requisitions in GEP and processing third-party payments, and coordinating vacation planning across the team.

Communicating local announcements and important updates in a clear, concise, and accurate way to and from the executives within the department and organization, employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms.

You're the right fit if you have:

Experience in an administrative or coordination role, preferably in an international environment.

Experience with in Image-Guided Therapy (IGT) is highly preferred.

Strong organizational, communication, and stakeholder management skills.

Proactive, service-oriented, and able to work independently.

Good knowledge of Microsoft Office and collaboration tools.

Experience with event coordination, administrative…