Executive Assistant

Company Description

Founded in 2000, with start-up investment capital from Sony, M3’s mission is to make use of the internet to increase, as much as possible, the number of people who can live longer and healthier lives, and to reduce, as much as possible, the amount of unnecessary medical costs. Key achievements of M3 Inc. include:

  • Named in Fortune’s 2020 ‘Future 50’ list, ahead of Facebook and Amazon
  • Ranked in Forbes’ 2020 Global 2000 list of the world’s largest public companies
  • M3 is the only company incorporated after the year 2000 to be included in the Nikkei 225 Index
  • Listed in Forbes’ ‘Asia’s 200 Best Over a Billion’ in 2019
  • In 2020 M3 founded the ‘M3: Stop COVID-19 Fund’ and pledged one billion yen to support COVID-19 related initiatives

M3’s legacy lies in the power of trusted physician platforms. Around the world, M3 organisations leverage these highly engaged digital communities to deliver medical education, job placement, and market research, to improve global patient outcomes.

This role is part of Pharma-Insight, Pharma-Insight GmbH is an independent full-service market research institute with a focus on the healthcare and pharmaceutical market. We operate successfully in a growing and dynamic market and support our national and international clients with exciting questions. Our clients value the innovative strength, reliability, competence, and individual support of our interdisciplinary team equally.

Job Description

The position is based in our Hilden office and is not available on a remote basis.

Essential Duties and Responsibilities:

  • Secretarial service.  Provide a confidential secretarial and administrative support ensuring that the office is run efficiently and manager meets deadlines. Develop and maintain an effective filing system.
  • Meeting organisation (internal and external).  Organise and communicate arrangements, prepare agenda, arrange travel, resolve any attendee queries and ensure that meetings run efficiently. Collate/distribute papers, prepare/distribute minutes and follow up actions.
  • Diary management (electronic). Manage time effectively, challenging meeting requests as appropriate, re-prioritise and ensure that arrangements are communicated. Maintain and manage a diary for the Director, arranging schedules for all meetings and business travel.
  • Phone and mail (electronic and/or paper) management.  Evaluate and prioritise all incoming correspondence (internal and external) and deal with routine matters on behalf of the Director to ensure optimum use of the Director’s time.
  • Budget management.  Manage expenses (e.g. collate receipts, organise currency and reconcile credit card) and report monthly budget variances to ensure that accounting, tax and audit requirements are met.
  • Internal and external communication.  Network within pharma-insight GmbH, M3 Global Research and provide an effective interface between the Director and the Board, Company employees, customers and external providers and institutions. Ensure that pharma-insight GmbH is promoted consistently and well.
  • Department support.  Support (as required) recruitment, training, mentor, advise (e.g. on business practice/standards) and document processes to optimise department performance and efficiency.
  • Project work.  Identify issues, initiate research, report and implement if appropriate to facilitate and stimulate decisions.
  • Preparation of offers and project calculations.
  • Ad-hoc work.  Undertake as requested to ensure that the Director’s needs are met.



  • Enthusiastic and committed to service
  • Good communication skills used to managing different relationships
  • Well organised and able to organise others
  • Able to work at the highest ethical standards and preserve confidentiality at all times
  • Good understanding of numbers - high affinity for numbers
  • A commitment to quality
  • An inclusive, team player
  • Motivated by achieving goals and generating outcomes
  • Native language German and good written and spoken English
  • Desirable: first professional experience as assistant to the management

Additional Information

  • Performance-related remuneration incl. travel allowance
  • Regular advanced training
  • Open corporate culture & strong team cohesion
  • Ergonomic, modern workplace (height-adjustable desk, multi-screen, etc.)
  • Company pension plan
  • Free drinks (coffee, tea & water) as well as fruit & sweets
  • Very good transport connections by car, bus & train as well as parking lot