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Executive Assistant (Serono)
Ref No.: 18-13264
Location: Billerica, Massachusetts
Start Date / End Date: 10/08/2018 to 03/10/2019
Purpose of the Role:
This position provides advanced administrative and business operations to the Global Department Head.
Main Interfaces:
Internally: All employees locally and internationally at all levels in the organization
Externally: All incoming calls and visitors to the department including candidates and vendors
Key Tasks & Responsibilities:
Provide advanced administrative support in all interactions with global and local colleagues
Ensure the tracking of all deadlines for assigned managers in order to guarantee timely delivery of all projects, presentations, reports, etc.
Work closely with other functions to ensure the department has what it needs to operate at the highest level of efficiency (i.e., inter-faces with Facilities to manage space, IS for fully functioning and up to date technology and equipment).
Manage numerous important cross functional as well as global meetings, create agendas, consolidate presentations, action items, send follow-up communications and deliverables as well as have an active voice in the meetings.
Independently provide the most complex administrative support and project coordination showing a high level of appropriately independent decision making in order to keep initiatives moving.
Provide general support to the team beyond the Senior Management level.
Develop and maintain highly useful administrative systems, reports and formats.
Understand the scope and content of ongoing initiatives and programs that the executives are involved in (i.e. Global Teams) in order to provide the utmost proactive service.
Apply superior critical thinking skills to screening of routine and highly confidential incoming mail, E-mail, telephone calls and mAC-AAges. Organize material by priority and subject, providing summaries. Provide responses within scope of role or when requested
Track important documents for signature in a timely and efficient manner and deliver to appropriate party.
Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure for ease of use by appropriate parties.
Schedule and maintain daily calendars.
Coordinate complex travel arrangements both international and domestic.
Coordinate and schedule business and other meetings as assigned. Manage all logistical details in collaboration with internal colleagues and external vendors.
Process expense reports. Maintain SAP system and certain budget approval items.
Order all office supplies and maintain supply closet
Monitor incoming calls providing a level of screening that allows appropriate assignment of certain requests and tasks to others in the function.
All other duties as assigned.

College degree preferred
Bilingual a plus
Professional Skills & Experience:
Minimum 5-8 years of related professional experience
High Proficiency with Microsoft Office software (Word, Excel, PowerPoint)
Lotus Notes knowledge
Operating knowledge of SAP
Project Management Experience preferred

Personal Skills & Competencies:
Professional and pleasant demeanor
High customer service mentality
Excellent interpersonal, written and oral communications skills
High team orientation
Ability to lead other assistants
Ability to multitask and to be flexible to work assignments
Ability to use critical thinking as well as intricate knowledge of the operation of the function to independently set priorities
Strong organizational skills
Attention to detail and follow-through a must
Proven experience and examples of developing and maintaining relationships across functions
Must be able to travel locally and globally for up to a week at a time
Must be able to be flexible with work schedule in order to accommodate the varying volume of work and requests
Overtime may be required