Executive Coordinator - 1881 EMD Serono : Job Details

Executive Coordinator

1881 EMD Serono

Job Location : Boston,MA, USA

Posted on : 2024-12-17T08:49:27Z

Job Description :
Work Location: Boston, MassachusettsShift: NoDepartment: HC-NA-ME NAMA Strategy and OperationsHiring Manager: Elizabeth LathersThis information is for internals only. Please do not share outside of the organization.Your RoleThe purpose of the Executive Coordinator role reporting into the Head NA Medical Affairs (NAMA) Strategy & Operations is to provide excellence in contracting and PO execution for US Medical, enabling medical proponents to focus on project strategy and execution. Additionally, this role provides superior executive assistance to the SVP NAMA, with a focus on calendar, travel, and expense reporting, as well as team-wide organizational maintenance, allowing SVP NAMA to focus on key strategic and senior leadership activity. The role ensures medical operations and meetings are in line with corporate policies and organized in a cost-conscious manner. This is a hybrid position requiring a minimum of one day in the office per week, with the possibility of additional in-office days depending on the needs of the business during specific weeks.Contracting & Purchase Order Support (50%) Support Statement of Work (SOW) management through the approval, vendor setup and PO setup process (with a focus on Oncology, Fertility, Endocrinology and Medical support budgets); actively monitor shared Medical Operations inbox for SOW handling, monitor, track, and champion SOWs through the process in collaboration with business owners. Manage monthly vendor reports with third-party vendors and/or HCPs in collaboration with business owners. Complete receiving on all business owner-approved vendor reports and individually submitted vendor invoices. Review monthly open invoice and PO reports to determine and execute appropriate action. Open POs for approved medical grants and off-line charitable contribution requests. Actively contribute to continuous process improvements, staff training and adherence to all corporate policies.Executive Assistant Support - SVP, NAMA (40%) Provides all administrative support functions for SVP NAMA, including calendar management, travel coordination, on-time processing of expense reports and invoices, and facilitation of ad hoc help desk tickets (e.g. HR, IT). Manages and maintains calendar, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings. Organizational maintenance, including maintaining personnel tracker, organizational charts for HR and Financial purposes, maintaining departmental distribution lists, EVA pages and Teams channels; support onboarding activities upon hiring manager request. Creates and maintains annual calendar for Medical Affairs. On-site and off-site meeting support, including venue, logistics, set up, catering, IT support, registering external attendees with security, meet and greet external attendees, as well as reconciliation of all expenses in a timely manner. Ad hoc support of large in-person or virtual Medical Meetings (e.g. All Hands, Managers, or other sub-groups); ad hoc support of large and/or complex meetings for members of the NAMA Leadership Team, supplementing support from Meetings & Events team. Ad hoc support needs, including collaboration with Head NAMA Strategy & Operations to execute SVP requests. Provide on-site support to SVP NAMA as needed, which will at times involve more than one office work day per week and may require domestic travel.Who You AreMinimum Qualifications:
  • High School Diploma or GED
Preferred Qualifications: 5+ years of related professional experience supporting senior-level management Bachelor's Degree in any discipline Ability to fluently speak German, French, and/or Spanish Experience with contracting process support SAP experienceThe Company is an Equal Employment Opportunity employer. No employee or applicant for employment will be discriminated against on the basis of race, color, religion, age, sex, sexual orientation, national origin, ancestry, disability, military or veteran status, genetic information, gender identity, transgender status, marital status, or any other classification protected by applicable federal, state, or local law. This policy of Equal Employment Opportunity applies to all policies and programs relating to recruitment and hiring, promotion, compensation, benefits, discipline, termination, and all other terms and conditions of employment. Any applicant or employee who believes they have been discriminated against by the Company or anyone acting on behalf of the Company must report any concerns to their Human Resources Business Partner, Legal, or Compliance immediately. The Company will not retaliate against any individual because they made a good faith report of discrimination.
Apply Now!

Similar Jobs ( 0)