Executive Assistant, RTP-Bio Site Operations

Job Description

This position will be responsible for support to the General Manager and Site Head of Biogen’s Bio Site Operations. Major responsibilities include calendar management, scheduling meetings and domestic/international travel, communication support, site wide activities support, and other special projects as requested.

• Calendar & Meeting Management
  • Ensures appropriate time management. Coordinates, arranges & plans meetings, such as group off-sites, team buildings, etc. Selects meeting locations, coordinates scheduling with internal & external attendees as needed. Participates or assists with the planning and operating of large complex meetings often of a confidential nature. Completes conference/external meeting registrations, collates meeting materials, hotel arrangements, transportation, etc. Coordinates frequent internal meetings; arranges agendas and meeting materials. Prepares meeting materials, oversees meeting operations, greet guests, etc. Handles meeting logistics (e.g. room reservations in multiple locations, orders refreshments, catering, schedules IT/AV support & facilities requests) Prepares & circulates agenda and meeting materials. Prepares any requested documents, including PowerPoint, Excel charts and/or Word documents and correspondence. Act as manager’s delegate in Travel approvals and IT requests.
• Track and follow up on urgent and pending issues; prepare correspondence; process incoming and outgoing mail. Process expense reports. Meet & Greet visitors as needed. Acts as liaison for executive with outside departments. Manage subscriptions, memberships, etc. Assist with vendor & Service agreements for Accounts Payable processing. Assists with confidentiality & Non-Disclosure Agreements as necessary.
• Write and distribute communications on behalf of executive to internal and external audiences with minimal to zero review/approval. 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. May direct work of other administrative staff.
• Maintain working knowledge of relevant Biogen policies and procedures, including but not limited to Quality, GMP, Financial, Travel & Expense and Compliance Protocols.
• Remain current on programs/processes or new programs/processes; may attend training programs through Biogen platform and/or webinars to ensure skills remain at desired level.
• Create and maintain organizational charts, support staff recruiting and rapid onboard of new hires, temporary staff and contractor support.
• Assist in preparation of business and operating review materials and other key presentation requirements for internal and external meetings.
• Track and coordinate departmental initiatives and projects by driving action cycles and timelines as appropriate.
• Provide finance and budget support through tracking of overall organizational spend, collaborating with finance to manage annual budget submissions, appropriate variance reporting, and ongoing forecasting, submitting requests for purchase orders, and tracking invoices through the payment process as needed.

Qualifications

You have excellent communication and organizational skills and are able to adapt to an ever-changing environment. You exude customer service and take an active approach to problem solving and anticipating the organization’s needs.

• 8+ years of Administrative Assistant experience (Bachelor’s Degree strongly preferred)
• Prior experience supporting senior executive management, preferably in the biopharma industry
• Highly organized, can manage multiple and changing priorities
• Excellent inter-personal skills, energy and enthusiasm with a positive outlook required
• Exceptional organizational skills with a demonstrated ability to work in an accurate and detailed manner.
• Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact.
• Must have high proficiency with technology, including MS office suite and the ability to quickly learn new technologies and processes.
• Must have excellent communication skills (written and verbal)
• Ability to anticipate what is needed
• Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in an agile environment
• Ability to think outside the box to solve problems and desire to create and implement new processes
• Ability to maintain confidentiality in all situations
• Attention to detai

Additional Information

This position will be responsible for support to the General Manager and Site Head of Biogen’s Bio Site Operations. Major responsibilities include calendar management, scheduling meetings and domestic/international travel, communication support, site wide activities support, and other special projects as requested.