Executive Assistant to an Executive Officer

Job Description

This is a key role that enables the head of the Alzheimer’s Disease & Dementia Business Unit (ADBU) and leadership team to perform at its highest levels. We are looking for a dynamic and highly self-motivated Executive Assistant (EA) to provide support to the EVP, Alzheimer’s Disease & Dementia Business Unit (ADBU). The EVP, ADBU is the head of the integrated business unit, and a member of the Executive Committee.

Responsibilities include calendar management, scheduling meetings, extensive international travel as required, expense reimbursement, communication support and other special projects as requested. Meeting scheduling often involves coordinating with attendees from partner companies in multiple time zones.

The right candidate in this role must be able to interact with others at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, calm, resourceful and efficient. This position requires a professional demeanor, sense of urgency, results-focus, and the ability to keep sensitive material and conversations strictly confidential.

Expert level written and verbal communication skills, strong decision-making ability, attention to detail and organization are equally important. Specific tasks will include:
  • Coordinate extensive international business travel as required with understanding travel, business etiquette, time zones, and cultural nuances
  • Manage expense reporting - frequently prepares and submits complex expense reports
  • Calendar & meeting management - ensures appropriate time management (schedules prep time for important meetings, time to read emails, etc.); schedule and arrange meetings, calendar management with keen attention to time zones
  • Coordination of leadership team meetings – set agenda, attend, capture meeting minutes and follow through on action items
  • Track and coordinate departmental initiatives and projects by driving action cycles and timelines as appropriate
  • Preparing materials for Executive Committee meetings and Board Meetings
  • General administrative support with little supervision including but not limited to maintaining organizational charts, support staff recruitment and rapid onboarding of new hires, temporary staff and contract support, purchase orders, etc.
  • Logistics support - coordination and set up of meetings, events, off sites, etc. Managing the process from start to finish, arranging location, necessary equipment, prepare agenda and relevant information, take minutes and other relevant tasks
  • Maintain working knowledge of relevant Biogen policies and procedures and be prepared to provide information in this regard as required
  • Support departmental and facility related communications as needed. Some support may be needed outside of office hours
  • Point of contact for external business partners
  • Consolidate, edit and proofread PPT presentations and documents as needed


Qualifications

  • ·12+ years’ experience in administrative support function with experience supporting a global function.
  • Expert verbal and written communication skills; highly polished and articulate
  • Excellent interpersonal skills
  • Expert organizational skills with a demonstrated ability to work in an accurate manner
  • Demonstrated ability to work efficiently and to multi-task with minimum supervision in a fast-paced environment
  • High level of proficiency with Microsoft Office & databases for Timecards, Expense Reporting, Scientific Presentation/Town Hall presentations, Board Meetings, etc
  • Ability to exercise sound judgment and determine priorities
  • Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact
  • Demonstrated experience in execution and accountability for project coordination
  • Experience supporting executives and projects simultaneously is preferred
  • Must be willing to accomodate multiple time zones in this International role

Education: Bachelor’s degree preferred

Additional information

All your information will be kept confidential according to EEO guidelines.



Additional Information

Biogen’s US Alzheimer’s Franchise is looking to recruit proven and ambitious sales achievers with at least five years of experience in pharma, specialty, hospital, med device/capital equipment, and/or biotech sales.
In this field-based, specialty sales representative position you will be called upon to sell our products with key stakeholders in the Alzheimer’s Disease community: including Neurologists and allied health professionals.

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