Executive Assistant to Head of Development Asset Leadership (R&D)

Job Description

The Executive Assistant will be a dynamic and self-motivated individual able to provide administrative support and coordination to the Head, Development Asset Leadership (DAL). The Executive Assistant will also provide support for other members of the DAL team and participate in the organization of large department activities. In addition, the Executive Assistant will play an integral role in support of key activities that support the DAL team.

What You’ll Do:

• Build strong working relationship with team and other administrative staff by organizing efficient communication and following up with deadlines and pertinent information.
• Establish rapport with key stakeholders to enable effective management of strategic projects.
• Provide administrative support, to include calendar management (scheduling, prioritizing, pro-actively resolving conflicts, etc.), expense management, and event management of internal department events.
• Working in partnership with the Head, DAL or delegate, draft and distribute communications on behalf of Head, DAL to internal and external audiences; including assisting with updates to the DAL intranet site.
• Coordinate DAL team meetings, ensuring timely agenda setting, compiling of materials, day-of meeting time and guest attendee management, assisting with drafting summaries and action items, and archiving meeting materials in relevant repositories.
• Proactively deals with complex and often ambiguous issues; understands priorities and makes responsible decisions with limited information; accomplishes tasks independently; capable of providing technical guidance to others.
• Maintain working knowledge of relevant Biogen policies and procedures, Travel & Expense and Compliance Protocols.
• Manage travel arrangements and monitor travel progress to resolve issues as they arise.
• Propose and implement process improvements to increase efficiency.
• Create and maintain organizational charts, support staff recruiting and rapid onboard of new hires, temporary staff, and contractor support.
• Assist the Head, DAL in preparation of business and operating review materials and other key presentation requirements for internal meetings
• 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.
• Provide finance and budget support by submitting requests for purchase orders, and tracking invoices through the payment process as needed.
• 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.
• Coordinates Head, DAL’s projects which entail collaborating with relevant stakeholders, and planning, implementing, monitoring, and evaluating projects.
• Enhances 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 Head, DAL or delegate.
• Work alongside other functional and Executive Admin to ensure consistency and efficiency within the groups.
• Proactively identify process flows which could be improved upon and maintain an active presence in Admin meetings.

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. Demonstrat