Patvocates is a Germany-based, patient-driven, not-only-for-profit consultancy, acting in the triangle of patient advocacy, health policy and medicines research and development.
We are looking for a dynamic Executive Assistant to the CEO.
- Full time / permanent.
- Working language is English.
- Travel up to 30 days a year.
- Home-based in Spain.
- Gross salary: 45,000-50,000 EUR/year
The Executive Assistant to the CEO will have the following tasks and responsibilities. The roles and tasks are not exhaustive and may change based on future development and activities of the Organisation.
Tasks:
Executive Support & Scheduling
- Manage CEO’s calendar, including scheduling internal/external meetings
- Prioritise conflicting appointments and reschedule where necessary
- Ensure CEO has sufficient prep and rest time between engagements
- Proactively flag and resolve calendar conflicts
Meeting Preparation & Follow-up
- Prepare meeting briefings: agendas, participant bios, background notes
- Ensure CEO is prepped on strategic context and key decisions
- Take and distribute high-level meeting notes, track action items
- Coordinate meeting logistics as required (Zoom links, venues, catering, etc.)
Organisational Support
- Support preparation for all internal company meetings, including content and logistics
Strategic & Operational Support
- Act as a liaison between CEO and leadership team
- Attend all leadership and team meetings, ensuring note taking, dissemination of actions, and active follow-up
- Act as a sounding board for the CEO on decisions and ideas
- Maintain oversight of top-level business and team priorities
Travel & Logistics
- Book flights, hotels, and transportation for domestic and international travel
- Prepare detailed travel itineraries
- Manage visas, travel insurance, and other documentation
- Adjust plans quickly when delays or issues arise
Communication Management
- Monitor and triage CEO’s inbox, flagging important messages
- Draft emails, memos, or speeches for internal and external audiences
- Maintain confidentiality of sensitive information
- Act as a communication gatekeeper to help CEO focus
Project & Task Management
- Manage special projects on behalf of the CEO (e.g., organisational, strategic initiatives)
- Ensure follow-through on delegated tasks
- Help CEO stay organised with virtual tools and systems
Stakeholder & Relationship Management
- Proactively coordinate communication with the company’s key stakeholders
- Maintain contact lists and track touchpoints
- Organise meetings and F2F events with key stakeholders
Data & Document Preparation
- Review all content materials that the CEO will deliver and provide commentary or analysis as required
- Compile reports, business reviews, and briefing documents
- Handle expense reports and budget tracking for the CEO
Confidentiality, Judgment & Professionalism
- Handle sensitive company and personal matters with discretion
- Act with diplomacy, sound judgment, and a high degree of professionalism
Required experience and skills:
- Minimum professional experience of 5 years as an Executive Assistant / Personal Assistant
- Proactive, dynamic, and flexible approach to work
- Excellent organisational, communication, and problem-solving skills
- Very advanced English (C2), written and spoken.
- High-level ability to use electronic office and online tools (Word, Excel, PowerPoint, SharePoint, Email, Telegram).
- Ability to be pro-active, flexible, self-driven and work independently from home office, within tight timeframes
- Experience of collaborative working in a virtual environment (with a team distributed across Europe).
- Commitment to patient-centred healthcare and the core values of patient-led organisations.
- Availability to travel.
Desired experience and skills:
- University degree or equivalent in related area.
- Knowledge/experience in working with pharmaceutical companies, preferably in the field of patient engagement and patient advocacy.
- Knowledge/experience in working either in the non-profit sector, in a health-related consultancy or in patient advocacy.
- Knowledge of European healthcare system.
- Knowledge of additional languages is a plus.
We offer:
- An exciting position in an even more exciting European social enterprise in the emerging fields of patient-centred healthcare and patient advocacy, working together with key patient advocacy leaders across Europe.
- Full-time position (40h/week), giving the opportunity to progress and to integrate in a young, dynamic and multicultural team working from different European cities.
- 6-month probation followed by permanent employment contract under Spanish law.
How to apply:
- Apply for this job offer by sending your CV and your motivation letter to HR@patvocates.net with the subject “Application Executive Assistant”.
- Please note that only applications sent via email with a CV and motivation letter will be regarded.