Executive Assistant

Role Summary

Executive Assistant responsible for providing administrative support to the Head of Global Rare Diseases within the Specialty Care team. Location: Cambridge, MA. This role handles calendar management, travel, expense reporting, document processing, budget preparation, meeting planning, and general clerical duties, and may lead projects and improvements to administrative procedures.

Responsibilities

• Provides administrative support requiring an advanced knowledge of department functions and franchise/business unit functions.
• Regularly interfaces with internal management, staff and support staff to complete tasks.
• Manages Head of Global Rare communications as requested, including telephone calls, meeting planning, eMail messages, and internal and external mail.
• Oversees organization and maintenance of department filing system including potentially confidential data.
• Ensures department supplies needs are met.
• Responds to various inquiries for information according to general guidelines.
• Performs complex, specialized projects requiring strong initiative and project management skills, and possibly requiring influence or negotiation skills to successfully complete. Exercises discretion and judgment in handling of confidential material and information.
• Knowledge of documents requiring signatures: responsible for following through with obtaining the required signatures for different types of documentation and tracking signature status.
• Preparing grammatically correct correspondence, reports, tables, and analyses, including creating and managing complex spreadsheets and budgets, presentations and other important communications using current computer technology.
• Constantly seeks, designs and implements improvements on administrative procedures.
• Is responsible for coordinating meetings, maintaining calendars, making travel arrangements, etc.
• Provides clerical support as necessary, including filing, faxing, copying, performing data entry, etc.
• Responsible for managing accurate, correct and timely department inputs and outputs from a number of key internal systems and programs, including but not limited to travel scheduling, time reporting, expense management, eProcurement, desktop faxing and HR systems.
• Contacts are frequent with individuals representing outside organizations, and or individuals of significant importance within the company. Contacts involve planning and preparation of the communications with local government and civic entities, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communication.
• Provides guidance and training to less experienced administrative staff.
• Completes other duties as requested

Qualifications

• Required: High School Diploma and 5+ years’ administrative experience
• Required: Minimum 5 years’ experience using computer technology including the Microsoft Suite of tools (Excel, PowerPoint, Word and others)
• Preferred: Degree and 5-10 years’ experience supporting senior-level business leaders in a pharmaceutical or biotech environment
• Preferred: Strong interpersonal skills
• Preferred: Project Management experience
• Preferred: Strong computer skills, including advanced skills in Microsoft Excel, PowerPoint and Word