Executive Assistant Strategic Partnerships & Resource Group (SPRG)

ur legacy in Infectious Diseases and Vaccines towards additional Innovative Medicine (IM) Therapeutic Areas, enabling technologies (e.g. data sciences), Med Tech R&D and Supply Chain as well as elevate our organizational leadership impact to drive engagement with senior R&D leaders.

Reporting to the Global Head of SPRG, the Executive Assistant provides high-level administrative and operational support to the Global Head and Senior Director Strategy and Operations, ensuring efficient and effective management of their daily schedules, meeting requirements, travel arrangements, and overall operations. This role serves as a strategic partner, anticipating needs and proactively managing tasks to facilitate seamless operations and decision-making processes.

The responsibilities & the impact YOU will have:

Calendar Management: Manage complex calendars, prompt scheduling of meetings, appointments, and travel arrangements for executives. Prioritize and coordinate schedules, ensuring efficient time management and minimizing conflicts.

Vendor and Consultant Management: Coordinate with and manage relationships with vendors, consultants, and external service providers as assigned by executives, including PO management.

Travel Arrangements: Coordinate domestic and international travel logistics for executives, including prompt flight and hotel reservations, ground transportation, and itineraries. Ensure compliance with company policies and procedures.

Expense Management: Manage and process executives' expenses, including expense reports, invoices, and reimbursements, following established policies and procedures. Communication Management: Serve as the primary point of contact for executives, handling incoming calls, emails, and correspondence. Exercise judgment in prioritizing and responding to inquiries, escalating critical matters, and maintaining confidentiality.

Meeting and Event Coordination: Plan and coordinate executive-level meetings, conferences, and events, including logistics, agendas, materials, and follow-up actions.

Continuous Improvement: Identify areas for process improvements and implement solutions to enhance productivity, efficiency, and overall operational effectiveness.

Qualifications

We'd love to hear from YOU, if you have:

• Exceptional organizational and multi-tasking abilities: The ability to juggle multiple tasks, prioritize effectively, and manage competing demands with composure and attention to detail.
• Leans-in: When scheduling meetings is comfortable proactively chasing the response by telephone or other means when required
• Attention to detail: A meticulous approach to work, with a keen eye for accuracy and consistency in all tasks and deliverables.
• Travel coordination experience: Familiarity with making travel arrangements, including flight and hotel reservations, ground transportation, and itinerary planning (if applicable).
• Strong communication skills (written and verbal): Excellent command of written and verbal communication, including professional email etiquette and the ability to communicate clearly and concisely with executives and stakeholders at all levels.
• Discretion and confidentiality: Demonstrated ability to handle sensitive and confidential information with utmost discretion and professionalism.
• Adaptability and flexibility: The ability to adapt to changing priorities, work under pressure, and remain composed in fast-paced and dynamic environments.
• Cultural awareness and emotional intelligence: An understanding of diverse cultural backgrounds and the ability to navigate complex interpersonal situations with tact and emotional intelligence.
• Higher Education qualification, preferably in areas such as Executive Administration, Time Management, Project Management • Time management and scheduling expertise: Proficiency in managing complex calendars, scheduling meetings and appointments, and coordinating executives' schedules across multiple time zones, if applicable.
• Proficiency in office software and technology: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as familiarity with video conferencing platforms, collaboration tools, and other relevant software and applications.