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.
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
Requirements
* Home-based in Spain.
* 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.
Benefits
* 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