Executive Assistant

  • Cambridge, MA
  • Full-time
  • Department: Business Development
  • Region: US

Job Description

The Executive Assistant will support Alliance Management and Integration Team. 

Responsibilities include calendar management, scheduling meetings and travel (domestic & international), expense reimbursement and communication support and other special projects as requested. Meeting scheduling often involves coordinating with attendees from partner company.

The person 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 and attention to detail are equally important. Specific tasks will include:

• Calendar & Meeting Management: Ensures appropriate time management (schedules prep time for important meetings, time to read emails, etc.); schedule and arrange meetings

• General administrative support with little supervision

• Track and follow up on urgent and pending issues

• Edit & prepare presentations.  Prepare and maintain Alliance Dashboards

• Coordinate set up of Collaboration Sites with Biogen IT and partner company

• Post information into the Alliance Management Database

• Maintain working knowledge of relevant Biogen policies and procedures and be prepared to provide information in this regard as required.

• Manage expense reporting; frequently prepares and submits complex expense reports

• Logistic support, coordination and set up of governance meetings, off sites, etc. Managing the process from startup, arranging location and necessary equipment prepare agenda and relevant information, make minutes and other relevant tasks.

 

Qualifications

• Minimum of 7+ years’ experience in administrative support function. Experience supporting a business development or corporate development department a plus.

• 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 perform tasks simultaneously with minimum supervision in an agile fast paced environment. 

• High level of proficiency with Microsoft Office & databases for time cards, expense reporting, 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 multiple people and projects simultaneously is preferred

Education:
Bachelors degree preferred

Additional Information

The Executive Assistant will support Alliance Management and Integration Team.
Responsibilities include calendar management, scheduling meetings and travel (domestic & international), expense reimbursement and communication support and other special projects as requested. Meeting scheduling often involves coordinating with attendees from partner company.

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