BIR Executive Assistant


BIOGEN

Job Description

The Executive Assistant will remotely support the Heads of Biogen Intercontinental Region by providing personalized and timely support on a daily basis and thus, ultimately contributes to the efficiency and continuity of the business, as well as to support in administrative matters, meeting and conference all facilitation, Travel & Expenses and preparation of correspondence, Power Point presentations and Project involvement. The job represents a very central role in the team.

Principal Accountabilities:

1. Administrative activities:

  • Acts on own initiative and performs diverse and advanced secretarial and administrative duties for senior management
  • Proactively handles complex calendar of senior management as well as manages the NMD Team calendar; oversees the cross functional team schedules and plans and manages the booking of meeting rooms and conference calls upon request
  • Proactively manages logistical arrangements for senior management travel (local & overseas), timely, accurately and in line w/ Global Travel policy
  • Manage any last minute changes or travel issues (ie. cancellations, re-scheduling etc.)
  • Handles visa application processes independently and timely
  • Prepares, checks and processes expense reports for several senior executives and in accordance with Company Policy on a monthly basis.
  • Answers mail and inquiries on own initiative, proactively choosing the appropriate medium
  • Manages information flow in a timely and accurate manner
  • Processes PO requests, payment of invoices and ensures required documentation according to company SOPs

2. Meetings and Events:

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  • Responsible for supporting the scheduling and follow up for the monthly NMD Operational Leadership Council
  • Responsible for Meetings/Events (internal/external) organization incl. booking of hotel, meeting rooms, registration etc. and liaison with business partners if required
  • Proactively manages logistical arrangements such as hotel and meeting room booking, organization of catering, registrations etc.

3. Contract Management support:

  • Ensures initiation of the signature processes for business documents and certification if required
  • Ensures timely document retention and filing according to the company SOP

4. Project Management:

  • Independently drives projects, follows-up and ensures alignment across teams

5. Customer support:

  • Maintains & updates contact database for NMD
  • Manages system access and accounts for Affiliates and members of BIR NMD team

6.  .  Other

  • Format information for internal and external communication – memos, emails, presentations, reports
  • Supports team in systems (MS Office Software) and technology queries
  • Secures and maintains a high service culture and client satisfaction
  • Provide back-up for other Executive Assistants as required

Qualifications

  • 5+ years of experience as Executive Assistant supporting senior level executives, in an international environment
  • Fluent English (written and spoken), any other European language would be a plus.
  • Excellent interpersonal skills
  • Excellent proficiency with Windows, Microsoft Office 365, cloud-based services, collaborative work online
  • Excellent verbal and written communication skills
  • Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment
  • Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact
  • Experience supporting multiple people and projects simultaneously is preferred
  • Work in a multi-national, multi-cultural environment
  • Commercial apprenticeship or bachelor’s degree

Additional Information

The Executive Assistant will remotely support the Heads of Biogen Intercontinental Region by providing personalized and timely support on a daily basis and thus, ultimately contributes to the efficiency and continuity of the business, as well as to support in administrative matters, meeting and conference all facilitation, Travel & Expenses and preparation of correspondence, Power Point presentations and Project involvement. The job represents a very central role in the team.

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