Global Medical Executive Assistant

Job Description

About This Role

The Executive Administrative Assistant will be a dynamic and self-motivated individual able to provide administrative support and coordination to the Vice-President (VP) of Rare Disease and the VP of Immunology within the Global Medical organization. In addition, the Executive Administrative Assistant will also provide support for other members of the Rare and Immunology leadership teams and participate in the organization of large global medical and development activities with other administrative and operations staff.  The right candidate must be proactive, agile, organized, collaborative, and calm under pressure. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with colleagues within the group as well as cross-functionally within the division and externally with partners. This position requires a professional demeanor, sense of urgency, attention to detail, and the ability to prioritize multiple activities.

What You’ll Do

• Provide administrative support to the VPs and LTs, to include, but not limited to: calendar management (scheduling, prioritizing, resolving conflicts, etc.), coordination of team meetings, expense management, event management.
• Build strong working relationships with teams and administrative and operations staff by organizing efficient communication and proactively following up with deadlines and pertinent information.
• Manage travel arrangements and monitor travel progress to resolve issues as they arise.
• Coordinate strategic projects which entails establishing rapport and collaborating with key stakeholders to enable effective management (planning, implementing, monitoring and evaluating, etc).
• Enhance the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently.  Develop & improve processes to enable efficient and scalable achievement of key priorities with support of Rare and Immunology groups.
• Maintain group and/or company document and knowledge repositories, websites, and business systems (e.g. SharePoint, Synapse, Watchdox), as needed. Expedite flow of work items and initiate follow-up when necessary.
• Large-scale meeting support including logistics coordination (secure room, A/V support, catering etc.), pre-event material preparation, day-of meeting set up, contract/payment processing as needed, management of minutes and other related activities; oversight of coordination process when using resources.
• Act as integral member of Medical Executive Assistant team; participate in team initiatives, collaborate with other support staff, and provide back-up support to other assistants (such as supporting on large scale divisional meetings/events), as needed.
• Perform special projects as assigned.

Who You Are

You are agile with the ability to deliver in a fast-paced, matrixed environment, performing tasks simultaneously with high attention to detail and minimal supervision. You excel at working efficiently, are forward-thinking with superior organizational skills, and can proactively facilitate the smooth flow of business activities. You are able to maintain a high level of professionalism and confidentiality in working with members of the leadership team as well as with all employees. You set high standards and hold yourself accountable; you have a can-do attitude where nothing is outside the job description.

Qualifications

Required Skills/Education

• Bachelor’s degree required; experience in life sciences and/or biopharma preferred.

• Excellent interpersonal, verbal and writing skills, energy and enthusiasm with a positive outlook required; possess strong emotional intelligence (interpersonal, communication, and relationship building skills) with a collaborative, team-oriented approach and solid work ethic.
• Exceptional organizational skills and resourcefulness with a demonstrated ability to work in an accurate manner; superior attention to detail.
• Ability to exercise sound judgment and determine priorities. Be able to proactively anticipate and identify issues and propose solutions or take steps to resolve them.
• Excellent calendar management experience and hands on experience of execution and accountability in project coordination (use of planning tools, etc.)
• Exercise a high degree of maturity, discretion, and integrity, especially as this role may require handling of sensitive and confidential information.
• Embody strong business acumen and the ability to quickly learn and absorb new information.
• Strong strategic and critical thinking skills with a demonstrated ability to understand how a collection of ideas are related.
• Must be tech