Executive Assistant, Head of West Coast Hub

Biogen•San Francisco, CA

21d•$88,000 - $114,000

About The Position

The Executive Assistant to the Head of the West Coast Hub (WCH) will be a highly proactive, collaborative, and self‑motivated professional responsible for direct administrative support and coordination to the Head of WCH. This role serves as a central connector for the Hub’s leadership team and plays a key role in enabling smooth operations and execution across the site and across Biogen. The Executive Assistant will partner closely with the Head of Strategy, Operations, and Excellence and work as part of a tightly integrated team with the other WCH Executive Assistants, Office Manager, IT, and site facilities lead to coordinate executive meetings, strategic operational reviews, organizational meetings, and WCH‑wide events. The EA will also develop strong relationships across the broader Biogen enterprise and with the executive administrative community to ensure alignment, clear communication, and seamless coordination. The ideal candidate thrives in a dynamic environment, demonstrates strong communication and executive presence, exercises excellent judgment, and proactively strengthens the effectiveness of the WCH leadership team and office.

Requirements

Associate’s degree or the equivalent combination of education and experience required
5+ years supporting senior or executive‑level leaders, preferably in life sciences or a matrixed corporate environment.
Strong technology proficiency, including advanced skills in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word), and comfort with collaboration and productivity tools such as SharePoint and Teams; ability to quickly learn new systems and leverage technology to improve workflows.
Agile with the ability to deliver in a fast-paced environment.
Demonstrated ability to communicate effectively, work efficiently and to perform tasks simultaneously with attention to detail and minimum supervision.
Able 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.
Team-oriented, collaborative style and strong work ethic.
Able to lead and energize a group towards an aggressive goal while maintaining good relationships.
Demonstrated ability to transform a collection of ideas into finished products.
Excellent interpersonal, verbal and writing skills, energy and enthusiasm with a positive outlook required; possess strong emotional intelligence (interpersonal, communication, and relationship building skills).
Exceptional organizational skills and resourcefulness with a demonstrated ability to work that includes attention to detail and is accurate.
Sets high standards for self and is accountable.
Embody strong business acumen and the ability to quickly learn and absorb new information.
Can-do attitude where nothing for the WCH is outside the job description.

Responsibilities

Provide direct administrative and operational support to the Head of the West Coast Hub, including calendar management, meeting prioritization, and communication flow.
Build strong working relationships with team, administrative and operations staff by organizing efficient communication and following up with action items, 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, resolving conflicts, etc.), coordination of leadership team meetings including taking meetings minutes and tracking action items, expense management, and event management (both internal department events and external scientific collaborations/advisory boards), etc.
Manage travel arrangements and monitor travel progress to resolve issues as they arise.
Develop, propose and implement process improvements to increase efficiency and achievement of key organizational priorities
Maintain group and/or company document and knowledge repositories, workplans, websites, and business systems (e.g., SharePoint), as needed.
Expedite flow of work items and initiate follow-up when necessary.
Coordinates Executive’s projects which entail collaborating with relevant stakeholders, and planning, implementing, monitoring, and evaluating projects.
Identify opportunities to streamline processes, enhance efficiency, while improving operational workflows and communication across the Hub.
Support budget planning, tracking, and logistics related to executive operations, events, and Hub activities.
Work alongside other divisional administrative team members to ensure consistency and efficiency within the groups.
Proactively identify process flows which could be improved upon and maintain an active presence in the weekly administrative meetings.
Support the other administrative team members within the division on large scale divisional meetings/events as needed.

Benefits

Medical, Dental, Vision, & Life insurances
Fitness & Wellness programs including a fitness reimbursement
Short- and Long-Term Disability insurance
A minimum of 15 days of paid vacation and an additional end-of-year shutdown time off (Dec 26-Dec 31)
Up to 12 company paid holidays + 3 paid days off for Personal Significance
80 hours of sick time per calendar year
Paid Maternity and Parental Leave benefit
401(k) program participation with company matched contributions
Employee stock purchase plan
Tuition reimbursement of up to $10,000 per calendar year
Employee Resource Groups participation