Senior Administrative Assistant

Job Title: Senior Administrative Assistant

Location: Cambridge, MA

About the Job

This Senior Administrative Assistant will support the Head, Patient Support Services (PSS), for the Neurology, Rheumatology and General Medicines Business Units and their respective teams. 

This individual will be responsible for all administrative needs including but not limited to managing calls, calendar and travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters, emails and other communication), meeting planning, general clerical support and general projects which may be assigned. 

We are an innovative global healthcare company, committed to transforming the lives of people with immune challenges, rare diseases and blood disorders, cancers, and neurological disorders. From R&D to sales, our talented teams work together, revolutionizing treatment, continually improving products, understanding unmet needs, and connecting communities. We chase the miracles of science every single day, pursuing progress to make a real impact on millions of patients around the world.

Main Responsibilities:

Provides daily proactive administrative support

• Primarily responsible for maintaining calendars, coordinating meetings, reserving conference rooms and making travel arrangements

• Manages communications as requested, including telephone calls, meeting planning, email messages

• Coordinates and executes the scheduling of PSS team building events

• Create agenda, arrange guest speakers and take notes for Weekly PSS Team Meeting

• Maintain and circulate SAE Tracker on a weekly basis

• Problem-solve PSS Team Members’ (home and remote) HR issues, IT issues and equipment issues

• Create and maintain PSS Neurology and PSS Leadership Online Profile Books

• Foster and maintain positive working relationships with external Sanofi Genzyme external partners, to include LapCorp, EMSI, Lash, Nuvera and Performance River

• Organize quarterly QBRs for Lash, EMI, RxMx and Quest

• Coordinate and execute all onboarding activities, including coordinating and scheduling interviews and making informational Welcome Call for any and all PSS positions

• Coordinate all offboarding activities including return of equipment, marketing materials and cars

• Coordinate and execute all PSS onsite and offsite national meetings

• Coordinate PSS POA meeting needs as necessary to include PSS Special Sessions, PSS Exhibit Tables, maintaining hotel room roster and the shipment of meeting materials

• Exercises discretion when handling confidential material and information

• Responds to various inquiries for information according to general guidelines.

• Prepares grammatically correct correspondence, reports, tables, and analyses

• May generate and format basic presentations

• Performs online expense reporting for Head, Patient and Provider Services and that position’s three direct reports

• Responsible for all PRB submissions for the PSS team

• Processes and tracks invoices and establish Purchase Orders related to PSS activities.

• Provides clerical support including filing, faxing, copying, scanning, mailing, and some data entry

• Oversees the creation, organization and maintenance of PSS including three team rosters

• Ensures PSS team compliant with all required Business Unit and company trainings

• Obtains sequential approvals, requiring an understanding and adherence to company SOPs

• Assists additional non-PSS team members with administrative duties, such as Trace Walsh, US Head of PSS 

• Contributing member of the PSS Pulse Newsletter

• Organizes PSS Administrative Assistants’ Informational Meetings

• Monitor Head’s email account in their absence

About You

Basic Qualifications

• High School Diploma and 5+ years administrative experience

• Minimum 5 years of experience using computer technology including the Microsoft Suite of tools (Outlook, Excel, PowerPoint, Word and others)

• Must have advanced knowledge of or quickly learn internal electronic systems to facilitate completion of tasks (eProcurement, Taleo, Sharepoint, Webex, Kronos, GlobeEd, Cliqbook, etc.)

Preferred Qualifications:

• Associates Degree and 5+ years of experience supporting senior-level business leaders in a pharma or biotech environment.

• Good sense of judgment

• Ability to prioritize effectively