Executive Assistant

Job Title:
Executive Assistant
Division / Function:
Clinical Development Operations / R&D
Manager (Name, Job Title):
Head of Clinical Development Operations
Location:
Cambridge, MA USA Summary / purpose of the position
This is a full onsite role in the initial months. Once the person is onboarded would be okay for them to work from home 1-2 days a week on occasion.

Summary / purpose of the position Within CDO, the Executive Assistant, performs a range of high quality, efficient and proactive technical, project and administrative support as follows:
On behalf of the Head of CDO, administers the CDO-LT meetings in collaboration with the Business Operations Manager and other CDO-LT on agenda topics.
Coordinates with other CDO functional administrative staff to ensure robust centralized tracking of contractors across CDO and administers quarterly reviews between CDO-LT and finance controller and reports variances to Head of CDO.
Supports Clinical Operations, Biometry and CTE teams in times of assistant support absence or high-volume demand, with processing study related documentation.
Provides Notary Public services to CDO functions or ensures notary public and apostille services are managed via appropriate channels.
Supports Head of CDO-LT with administrative, staff onboarding and P2P duties, including performing financial and procurement tasks within company policy. Is back up to other CDO assistants as needed.
Supports Head of CDO to address operational/budget inquiries and follows up resolution plans, keeping Head of CDO informed in timely manner.
Collaborates with other CDO-LT administrative staff and relevant support functions (e.g., Finance, HR, IT, Procurement) to ensure efficient and standardized conduct of administrative tasks, proposing and, leading where needed, process efficiency and training needs.
Serves as back up to Senior EA supporting Head of R&D and the Chief of Staff as needed.
Main responsibilities / job expectations Responsibilities will include, but are not limited to the following:
Administers functional meetings such as CDO-LT meetings and CDO Off site meetings: Manage the booking of venue/meeting rooms, AV equipment required, agenda development, communication with attendees, meals and refreshments planning, meeting materials, administration of meeting apps (if applicable) and coordination of presentation materials from speakers/attendees within a centralized CDO share point site. May support meeting minutes management and distribution. Follows up on action items to ensure completed by assigned CDO owner.
Provides Notary Public services to CDO functions (if certified to do so) or ensures notary public and apostille services are managed via appropriate channels. Coordination with legal departments as needed.
Supports Clinical Operations, Biometry and CTE teams in times of assistant support absence or high-volume demand, with processing study related documentation (e.g., site / vendor contracting, insurance document processing, P2P processing).
Manage Head of CDO (and if needed other CDO-LT) travel and expenses.
Manage meeting requests in Head of CDO calendar.
Administer financial and procurement needs primarily for Head of CDO but may need to periodically support other CDO-LT in the absence of their admin staff. Includes but not limited to:
- Onboarding and administration of contractors reporting into Head of CDO - Processing contracts for review/approvals; raising Commitment Requests and Purchase orders within P2P tool and performing Good Receipts, and oversee reconciliation of invoices, resolving discrepancies as needed. Keeps Head of CDO informed in timely manner of any issues/concerns. - o Files contractor agreements, work orders, CDA within the Legal repository tool (follow up of the signature of the contracts/WO and archiving) - Ensure contractors complete timecards and enter contractor time into Company tracking tool. - As requested, serves as contact for Talent team and / or hiring agencies, to coordinate processing of Client for screening, set up of interviews etc.
To track resources (FTEs) and internal costs in collaboration with the Clinical Development Operations leads and local finance representatives, to ensure accurate and timely quarterly financial reviews.
To provide support and onboarding of new hires (e.g., coordinate with IT/HR or agency for arrival dates, set up inductions, request IT equipment and systems accesses, etc.)
Set up and maintain relevant share point / intranet sites as requested.
To liaise and collaborate with the other assistants as needed, in case of common events and/or common activities (e.g., shared trackers/documents, CDO Off site meetings)
To complete all the above activities within Company policy and procedures, ethics, and compliance guidelines.
Support other CDO / CTE projects as assigned.
Serves as back up to Senior EA supporting Head of R&D and the Chief of Staff as needed.


Knowledge, abilities & experience Education / Certifications:
Minimum of bachelor s degree in business or project management or an associate degree with relevant experience
Experience:
Minimum 3 years experience serving as an Executive Assistant or Business Administration/operational role for executive/senior management teams.
Ideal minimum of 2 years work experience in a pharmaceutical/ biotech company or CRO
Used to working within global & multi-cultural environments.
Able to accommodate working hours across variety of time zones (NA, EU and China mainly)
Demonstrates independent and proactive management of operational duties, accountability for keeping to agreed deadlines.
Collaborative style: demonstrates ability to manage issues to resolution, escalating to line management as needed.
Experienced with financial and procurement tasks such as contract management, purchase order, requisitions and invoice reconciliation.
Languages:
Fluent in English.
Other languages an advantage
Key Technical Competencies Required Communication: - Methodical, accurate and attention to detail. - Excellent interpersonal skills - Excellent verbal and written communication skills. - Able to maintain confidentiality when dealing with sensitive information. - Ability to work effectively within a multi-site, multi-national, cross-functional teams. - Problem-solving, can-do mindset. Technical: - Expert in MS Office suite of solutions. Advanced Excel essential - Hands on knowledge of financial and procurement systems (e.g., SAP, ARIBA, CONGA or similar). - Certified to perform Notary Public services.