Executive Assistant, R&D

SERVIER MONDE•Boston, MA

5d•Hybrid

About The Position

Servier in the U.S. is a Boston-based, commercial-stage biopharmaceutical company launched by Servier Group in 2018. As a privately held organization, Servier is uniquely positioned to advance cutting-edge science, tackle underserved therapeutic areas and make patients the focus of every strategic decision. The Executive Assistant reports directly to the Director, Office Management and will provide high-level administrative support to the Chief Operating Officer R&D US & Head of Enterprise Innovation Office and the VP, Global Head of Oncology Clinical Development. This role requires exceptional organizational skills, attention to detail, and the ability to handle a wide range of administrative responsibilities. The ideal candidate will have a strong background in administrative support with experience supporting leaders at complex, global organizations. The role will require flexibility and adaptability in a fast-paced environment, with the ability to proactively anticipate needs and provide solutions.

Requirements

Bachelor’s degree or equivalent experience.
5-7+ years of experience in administrative support, with a focus on supporting global leaders.
Strong track record of providing high level support in calendaring, travel (domestic and international), project management, strategic meeting management and presentation support.
Proficient in Microsoft Office software such as Word, Excel, PowerPoint, Teams and SharePoint with an ability and desire to learn new technology to drive efficiency across the organization.
Must possess excellent interpersonal skills and maintain strong relationships with internal and external stakeholders on behalf of assigned leaders.
Serves as a trusted advisor to assigned leaders, displaying a high degree of tact, diplomacy, judgment, and discretion.
Ability to work in a deadline driven environment, manage multiple leaders with competing priorities, while displaying a high level of professionalism and a positive attitude.

Nice To Haves

Experience in the pharmaceutical or biotechnology industry is preferred.

Responsibilities

Prepare and proof correspondence including email, letters, memos, slides, documents, and reports as required and maintain up-to-date paper and electronic files.
Maintain confidentiality and handle sensitive information and situations with care and confidence.
Provide complex and proactive calendar management for assigned leaders, ensuring their calendar is well maintained and accurate.
Arrange domestic and international travel for leader, external groups and department leadership as requested.
Responsible for the coordination of complex, internal meetings for the department and management of all associated logistics.
Coordinate logistics of programs and special events including team meetings, conferences, seminars, workshops, off-site meetings, special projects and department outings/team-building.
Assist in preparing, organizing and sending pre-read materials for meetings, including agendas, reports, presentations, and meeting minutes, including action items.
Completes Purchase Orders, Statement of Work/Master Service Agreement documents review and submission, and other similar activities as needed within the assigned department.
Responsible for the timely preparation of expense reports, invoice processing and check requests.
May support departments with project management work.
Support global leadership when onsite in the US as needed.
Support the needs of the Executive’s leadership team members for responsibilities including but not limited to those outlined under Events/Meeting Management and Functional Management.
Other duties and responsibilities as directed by the Executive Leader.
Provides back-up coverage for Executive Assistant team during absences or vacations, and as needed during periods of increased department workload or as otherwise directed by the Director, Office Management.