Executive Assistant to Head of Biogen's West Coast Hub

Job Description

Biogen’s West Coast Hub, based in South San Francisco, is specifically focused on transforming the lives of patients with severe immune-mediated diseases by developing novel targeted therapies with outsized clinical impact, faster. To accomplish this, we are seeking top talent to join us on our journey.

About This Role

The Executive Administrative Assistant will be a dynamic and self-motivated individual able to provide administrative support and coordination to the Head of Biogen’s West Coast Hub (WCH). In addition, the Executive Administrative Assistant will also provide support for other members of the WCH leadership team and participate in the organization of large site level activities with other administrative and operations staff. This position requires a professional demeanor, strong sense of urgency, and the ability to prioritize multiple activities while keeping sensitive material and conversations strictly confidential.  Demonstrated experience in execution and accountability for project coordination and, or management also required. Experience in the biotechnology / pharmaceutical industry required, with a preference for having supported executive or C-suite organizations previously. 

Onsite presence is required up to 3x per week therefore the chosen candidate must be within commutable distance to our South San Francisco office.

What You’ll Do:

• Build a strong working relationship with the Head of Biogen’s West Coast Hub, their Chief of Staff, and leadership team by organizing efficient communication and following up with deadlines and pertinent information.
• Provide administrative support, including calendar management (scheduling, prioritizing, resolving conflicts, etc.), coordination of team meetings, expense management, travel, arrangement, event management of internal department events.
• Proactively handle complex and often ambiguous issues; understands priorities and makes responsible decisions with limited information; accomplishes tasks independently; capable of providing technical guidance to others. May need to coach and provide support to the work of other administrative staff within the function.
• Build strong working relationships with administrative and operations staff at our WCH by organizing efficient communication and following up with deadlines and pertinent information, offering support to the other admins as needed.
• Maintain working knowledge of relevant Biogen policies and procedures.
• Establish rapport with key stakeholders to enable effective management of strategic projects.
• Assist in preparation of business and operating review materials and other key presentation requirements for internal and external meetings with the Head of Biogen’s WCH and Chief of Staff.
• Maintain group and/or company document and knowledge repositories, websites, and business systems (e.g., SharePoint, Synapse), 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.
• Support the other Admins in our local CA office.

Qualifications

Who You Are

You are proactive, agile, organized, collaborative, and calm under pressure. You have excellent communication, interpersonal and collaboration skills and are comfortable interacting with senior members of the organization as well as cross-functionally within the function and externally with important stakeholders. You enjoy a fast-paced environment, are highly organized, show initiative, good judgement and are willing to take on additional tasks and responsibilities as needed to achieve organizational goals and deliverables. 

Qualifications

A successful hire will have the following competencies and capabilities:

• Associate’s degree is required. Bachelor’s degree preferred.
• 7+ years of administrative experience supporting executive level teams is required, ideally in the life sciences industry
• Agile with the ability to deliver in a fast-paced environment. Demonstrated ability to work efficiently and to perform tasks simultaneously with attention to detail and minimum supervision.
• Ability to exercise sound judgment and determine priorities. Be able to proactively anticipate and identify issues and propose solutions or take steps to resolve. Demonstrate strong strategic and critical thinking skills.
• Exercise a high degree of maturity, discretion, and integrity, especially as this role may require handling of sensitive and confidential information.
• Has a team-ori