Sanofi Group Executive Assistant in Cambridge (U.S.), Massachusetts
The Global Business Development & Licensing (BD&L) department is part of the Global Strategy & Business Development (S&BD) unit, a Global Enabling Function within Sanofi Group.
The mission of Global BD&L is to seek and execute external growth initiatives to address the Sanofi Group´s strategic priorities.
This mission is fully supporting Sanofi´s 2015-2020 strategic roadmap, specially aligned with the following strategic priorities: Reshape the portfolio and Sustain innovation in R&D.
The key activities of Global BD&L are the searching, evaluation, structuring, negotiation and closing of strategic deals with external companies beyond Sanofi Group, involving products and other product-related assets.
The main responsibilities of Global BD&L include:
Seek and execute external growth and collaborations opportunities in coherence with the Group´s strategy;
Evaluate the economic interest of external projects maximizing value creation for the Group.
The External Innovation Team within Global Business Development and Licensing is responsible for leading the search, initial evaluation and transactions for R&D opportunities and assets, in alignment with the Global Business Units. This team serves as an interface with R&D Global Function.
POSITION OVERVIEW/KEY RESPONSIBILTIES\
The External Innovation , Business Development & Licensing (BD&L) Executive Assistant based in - Cambridge, USA will report functionally to the Global Head of External Innovation and will support:
Global Head of External Innovation
External Innovation, Chief of Staff & PMO
External Innovation leadership team and team members based in Cambridge, MA
The Executive Assistant will contribute to the overall activities of the department and its operation, assisting teams on administrative matters, implementation of processes, time organization, information flow, and coordination and monitoring of tasks.
The Executive Assistant will be responsible for all administrative needs including but not limited to managing calls, calendars, travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters, emails and other communication), meeting planning, general office support and general projects which may be assigned.
The Executive Assistant will assist in the administration of the department, including setting up an accurate filing system, expense tracking system, contracts and project tracking, departmental meetings.
The Executive Assistant will interface with staff and senior level managers, internal/external customers and vendors and will ensures a smooth and efficient flow of day-to-day operations.
Provide daily proactive administrative support to team members;
Identify, initiate and monitor all administrative processes;
Interface regularly with staff to complete tasks;
Pro-actively assist in the structure of calendar agenda and follow-up of action items;
Manage calendars invitations via Outlook, maintaining updated schedules based on priorities;
Organize appointments / meetings planning, including management of logistics for meetings arrangements and sets up (schedule of conference rooms meetings, telepresence, teleconferences, video conferences, web-based meetings /WebEx);
Manage logistics for domestic and global business meetings;
Organize preparation and execution of departmental events, including offsites;
Organize preparation for external events, including logistics for trainings, seminars, congresses;
Support the organization (planning, invitations, meeting rooms, monitoring participation, agenda, minutes, documentation, database) of BD&L Governance meeting as requested;
Organize domestic and international business trips and related travel arrangements with both internal and external parties as requested;
Prepare and process expense reports reporting on company system Concur;
Ensure office supply needs are met, including online purchasing consistent with company SOPs;
Order office supplies via eBUY;
Process department contracts, invoices, service orders, purchase orders and requests;
Obtain signatures and sequential approvals in adherence to company SOPs;
Create requisitions in NEXT / eBUY for agreements, sponsorships and payments;
Follow-up contributions and payments to third parties, vendors and providers;
Monitor budgets and support to complete monthly budget/accrual reports for the team;
Provide secretarial support including filing, faxing, copying, scanning, mailing, and some data entry;
Prepare grammatically correct correspondence;
Prepare and update reports, dashboards, tables, and analyses;
Prepare and format basic presentations;
Oversee organization and maintenance of files including potentially confidential data;
Organize and coordinate the flow and dissemination of internal and external information related to the operation of the department;
Manage communications as requested, including telephone calls, meeting planning, email messages;
Respond to requests for information on department activities (according to general guidelines, respecting confidentiality);
Interact professionally with external and internal parties representing the best interests of the department (contacts with stakeholders from outside organizations and stakeholders within the company).
Facilitate External Innovation, BD&L , and interdepartmental processes;
Anticipate the difficulties and bottlenecks, ask the right people to help solve problems, alert managers and suggest solutions for delay and blocking;
Propose initiatives to leverage BD&L department administration;
Participate in department and cross-functional projects and initiatives as necessary;
Coordinate the group of admins across BD&L and R&D in order to improve internal ways of works by offering continuously assistance, trainings and sharing of best practices;
Ensure strong collaboration, alignment and information/knowledge exchange across all BD&L admins;
Support the on boarding process for new hires in preparation for pre-work and live training;
Complete other duties as requested.
Associates Degree or equivalent.
Bachelor’s degree is a plus.
Experience & Knowledge
5 year's administrative experience supporting senior executive-level business leaders;
5 years' experience in a pharma or biotech environment (preferred);
Good knowledge of computer technology including the Microsoft Office tools (Outlook, Excel, PowerPoint, Word and others);
Advanced knowledge of Sanofi internal electronic systems to facilitate completion of tasks, such as eProcurement, Taleo, Sharepoint, Webex, Kronos, GlobeEd, Cliqbook, eBUY, NEXT, Concur, etc. (preferred).
Fluency in written and spoken English.
Knowledge of additional languages (preferred).
Highly organized and committed, with consistent follow through activities;
Clear communication of timetables for completion of tasks;
Keen sense of judgment and ability to anticipate;
Proactivity to be of assistance as miscellaneous projects/situations arise;
Ability to prioritize effectively;
Precision and attention to detail;
Ability to navigate organization with minimal direction, in support of completing tasks;
Ability to multitask managing multiple, sometimes conflicting priorities in a fast-paced and demanding organization;
Ability to function in an dynamic environment with flexibility to accommodate constantly changing context;
Ability to work independently and manage specialized projects as appropriate;
Ability to execute tasks with minimal direction or supervision;
Strong initiative, tact, communication and interpersonal skills;
Collaborative and result-driven working style;
Creativity in approach to problem solving;
Initiative, energy and commitment;
Exercises discretion when handling confidential material and information.
Communication skills (oral and written)
Interpersonal relationship to work with other admins and teams;
Ability to work effectively in interface with all levels of the organization;
Maturity and executive presence to be trusted as a representative of the department in interactions with key stakeholders;
Knowledge of internal processes and IT tools;
Successful experience in a similar role.
Primary Location: United States-Massachusetts-Cambridge (U.S.)
Job Posting: Oct 17, 2016, 8:56:30 AM
Job Type: Regular
Employee Status: Regular