Executive Administrative Coordinator

2 months ago

Boston, Massachusetts, United States EMD Serono Full time
JOB DESCRIPTION

Work Your Magic with us Start your next chapter and join EMD Serono.

Ready to explore, break barriers, and discover more? We know you've got big plans – so do we Our colleagues across the globe love innovating with science and technology to enrich people's lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

United As One for Patients, our purpose in Healthcare is to help create, improve and prolong lives. We develop medicines, intelligent devices and innovative technologies in therapeutic areas such as Oncology, Neurology and Fertility. Our teams work together across 6 continents with passion and relentless curiosity in order to help patients at every stage of life. Joining our Healthcare team is becoming part of a diverse, inclusive and flexible working culture, presenting great opportunities for personal development and career advancement across the globe.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Your Role:

EMD Serono, now located in the Boston Seaport District, is hiring an Executive Administrative Coordinator to provide administrative support to multiple Vice Presidents and their teams within the Oncology Global Business Function whose purpose is to advance the accelerated development of cancer drugs. You will participate in the marketing planning function and serve as the primary point of contact for internal and external constituencies and will serve as a liaison to the senior management team. You will also facilitate and coordinate projects and deadlines directly or in collaboration with others.

We are looking for someone who thrives in a fast-paced and dynamic environment, exhibiting a proactive and responsive approach to their work. You will work independently, carrying out special assignments with minimal supervision. Furthermore, this role involves exercising independent discretion and judgment, as well as solving complex problems with the full latitude to change work processes and workflow. If you are someone who enjoys taking initiative and being responsive to the evolving needs of a dynamic team, we encourage you to apply.

Responsibilities:

  • Provide administrative support and facilitate communication to one or more Vice Presidents and their teams with increased complexity around management of multiple VP calendars, team calendars, recurring/ad hoc meeting scheduling and cross-functional workshops
  • Maintain collaboration with vendors to ensure the timely and effective completion of projects with an in depth understanding of the scope and content of ongoing projects that the team is involved in and assist where necessary
  • Coordinate conference attendance and travel arrangements, both international and domestic, while maintaining travel budgets
  • Timely submission of expenses team leaders
  • Management of multiple marketing team budgets including coordination with finance and across multiple functions, with primary focus on quarterly phasing, quarterly and end of year accruals, timely invoicing and funds committed
  • Manage the PO process including approvals, tracking invoicing, fielding vendor inquiries and concerns
  • Provide administrative support of thought leader engagement for the team(s) through the online documentation process
  • Provide administrative support for medical-legal review process by being the VERITAS proponent for marketing projects
  • Assist with PowerPoint presentation graphics and content arrangement
  • Support the franchise through onboarding and training of new employees and assist with employee relocation to the US office
  • Develop broad and comprehensive experience, skills and knowledge in organizational policies, procedures, and practices

Who You Are:

Minimum Qualifications:

  • Bachelor's degree in any field
  • 3+ years of administrative experience at the executive level
  • 2+ years of experience with virtual meeting software (ZOOM or Teams)
  • 2+ years of experience with Microsoft Office software (Outlook, Word, Excel, PowerPoint), SharePoint

Preferred Qualifications:

  • Experience in the healthcare or pharmaceutical industry or high motivation to join this industry
  • Ability to handle sensitive information with the highest degree of integrity and confidentiality
  • Ability to contribute to the continuous improvement of administrative processes and procedures within the team
  • Proactive, self-motivated, and capable of working independently as well as part of a team
  • Provide cross-functional support to other teams as needed, fostering a collaborative working environment
  • Experience with applications software such as travel and expense management, scheduling, budgetary control, e.g., Concur, SharePoint, Ariba
  • Experience planning and coordinating large scale events/project management responsibilities
  • Excellent interpersonal, written, and oral communications skills
  • Ability to prioritize workload and multi-task
  • Ability to work independently, as well as partnering and team collaboration with other administrative assistants and external parties
  • Strong attention to detail and follow-through

RSREMD

What we offer: We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We celebrate all dimensions of diversity and believe that it drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress

Apply now and become a part of our diverse team

If you would like to know more about what diversity, equity, and inclusion means to us, please visit

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