Administrative Assistant III

Title Executive Assistant
Fully Onsite Position/ Hybrid feasible
Fully support the head of Management Office within the Neuro and Ophtha Development TA including pro-actively managing calendars (schedule internal and external meetings, calls, and appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations, etc.
Plan, manage and facilitate on-site and off-site meetings with internal and external stakeholders. Assist with management of the SharePoint/Teams, organizing information, and ensuring accessibility for global colleagues and other stakeholders.
Manage distribution lists Coordinate travel arrangements and act as liaison with the travel department for other team members as needed.
Work together with the contract coordinators department and other TA administrative assistants as well as BPCs and other business partners to facilitate requests.
Prepare expense reports, ensuring compliance and proper submission of documentation prior to manager approval.
Manage the Neuro TA meeting schedule, send reminders, and upload presentations to SharePoint when needed
Support recruitment and departure activities such as scheduling interviews, onboarding or offboarding.
Conduct ad hoc initiatives as requested. Always ensure confidentiality of information and compliance with local and Client s rules for all business transactions.
Ensure smooth and efficient day-to-day operations, provide a positive presence, and answer email and telephone calls in an efficient, timely, and thoughtful manner.
Manage all administrative aspects of invited seminar speakers with external scientists and health care providers including scheduling and working with the contract coordinator and Business Processes Coordinators (BPCs) to submit documents required to execute contract and payment. When required, arrange or assist with speaker travel and on-site meeting room and catering.
Foster respectful relationships with other admins, work together collaboratively and share best practices.
Experience:
prior experience in a science-related field (neurology , biopharma/biotech organization preferred )
Soft skills:
Strong proactiveness, ability to prioritize, multi-task, work independently and as part of a team, navigate a complex organization
Discretion, tact, ability to handle sensitive information and maintain confidentiality
Ability to work with multiple time zones
Technical skills: Excellent verbal and written communication skills: ability to compose mature drafts of internal and external communications Knowledge of office management systems and procedures
Working knowledge of common office intranet tools Concur, Ebuy, Catalyst, Workday (preferred)
Required Education: Bachelor s Degree
Bilingual is a plus! (in any language)