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Group Executive Assistant

Biogen

Group Executive Assistant

Cambridge, MA
Full Time
Paid
  • Responsibilities

    Job Description

    THE COMPANY

    At Biogen, our mission is clear: we are pioneers in neuroscience. Biogen discovers, develops, and delivers worldwide innovative therapies for people living with serious neurological and neurodegenerative diseases. One of the world’s first global biotechnology companies, Biogen was founded in 1978 and today has the leading portfolio of medicines to treat multiple sclerosis, has introduced the first and only approved treatment for spinal muscular atrophy, and is focused on advancing neuroscience research programs in Alzheimer’s disease and dementia, MS and neuroimmunology, movement disorders, neuromuscular disorders, acute neurology, neurocognitive disorders, pain, and ophthalmology. Biogen also manufactures and commercializes biosimilars of advanced biologics.

    Global Business Services and Business Optimization The Global Business Services (GBS) and Business Optimization team is a newly formed organization established to transform Biogen’s business processes to set a platform to scale global operations, fuel commercial growth and the innovation pipeline.  Further, GBS will provide further value by developing and delivering a suite of business solutions and support services that are valued by internal customers.   GBS will deliver services by leveraging a global delivery model, operational transparency and metrics, leveraging global best practices, and a service-oriented process improvement culture.   All solutions will be supported by strong business cases and ultimately monitored for the effectiveness and efficiency against benchmarks and service level agreements.

    The vision of GBS at Biogen is to be recognized as a world-class Global Business Services organization driven by the desire for excellence in its people, business solutions, execution and partnerships with internal customers. 

    The GBS Business Optimization team will champion building a continuous improvement culture that other parts of the organization will recognize and seek out for business support.  We are developing a performance-based culture supported by tools, training, and well-defined accountability, where people can build their career or prepare for a role in the wider business or elsewhere within GBS. We seek individuals who can enhance our team with their knowledge, skills, innovation, collaboration and “can do” attitude.

    THE POSITION

    The Group Executive Assistant role is a key role that enables the group to perform at its highest levels. We are looking for a dynamic and highly self-motivated Executive Assistant to provide executive administrative support to the leadership team of GBS Business Excellence and GBS Business Planning teams. The right candidate must be flexible, organized, proactive, resourceful, and calm under pressure. Excellent communication, inter-personal and collaboration skills are essential for this role due to interactions with senior members of the organization and with key external partners and suppliers. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with an ability to appropriately handle sensitive and confidential information. Must enjoy a “start-up” atmosphere and be flexible, show initiative, good judgment and be willing to take on additional tasks and responsibilities as needed to achieve goals and deliverables. This role reports to the Senior Director of GBS Business Excellence.

    Role accountabilities

    • Provide general administrative support, to include: calendar and meeting management, coordination of leadership team meetings - set agendas, attend, capture meeting minutes, follow through on action items and send out surveys as needed. • Assist in the preparation of documents and logistics for senior leadership meetings • Manage expense reporting by preparing and submitting expense reports, often including complex international travel related transactions • Create and maintain organizational charts, support staff recruiting and rapid onboard of new hires, temporary staff and contractor support • Assist in preparation of business review materials and other key presentation requirements for internal and external meetings • Track and coordinate departmental initiatives and projects by driving action cycles and timelines as appropriate • Support departmental and facility related communications, in and outside of normal office hours, as needed • Business travel arrangement including Agency meeting coordination and planning as required. Proactively troubleshoot and address travel conflicts. Additionally, generate detailed itineraries, including arranging for the use of visitor offices and coordinating office support needs in satellite locations • Coordination and logistics support of meetings and events, both on and off-site • Point of contact for external business partners • Knowledge of shipping and receiving services (ie: FedEx and UPS). Must be willing to send packages on others’ behalf, and understand how to ship items • Consolidate, edit and proofread PPT presentations and documents as needed • Maintain and update organization chart (add new staff members) • Proactive attitude – must anticipate needs of leadership team, plus entire department

  • Qualifications

    Qualifications

    The Group Executive Assistant position should possess the following skills/qualifications:  •    Minimum of 7+ years’ experience in administrative support function and supporting multiple people at one time.  Prior experience supporting senior management, preferably in the biopharma industry •    Excellent inter-personal, verbal and writing skills, energy and enthusiasm with a positive outlook required •    Exceptional organizational skills with a demonstrated ability to work in an accurate and detailed manner •    Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment. Must be flexible and willing to resolve multiple tasks at a moment’s notice •    Experience planning complex meetings desired •   Possess a high-level of proficiency with Microsoft Office, PowerPoint, Excel and Visio experience required – high level of comfort and proficiency with Power-point will be highly preferred •    Ability to exercise sound judgment and determine priorities. Proactively anticipate and identify issues and propose solutions or takes steps to resolve •    Demonstrated experience problem-solving and maintaining a proactive and diplomatic       demeanor in a complex, ambiguous situations •    Demonstrated ability to use discretion and manage sensitive and confidential information •    Prioritize tasks as needed

    EDUCATIONAL BACKGROUND / REQUIREMENTS •    Bachelor’s degree

    Additional Information

    The Group Executive Assistant role is a key role that enables the group to perform at its highest levels. We are looking for a dynamic and highly self-motivated Executive Assistant to provide executive administrative support to the leadership team of GBS Business Excellence and GBS Business Planning teams.

  • Industry
    Manufacturing