Executive Assistant Medical Immunology Intercon (Contractor)

Purpose Statement

To provide administrative support to the Immunology TA Intercon. Manage, coordinate, document and follow up with the TA Head Immunology Intercon on meetings/ events organization and support cross functional processes follow up. Provide project management support to the TA Head on key projects.

Major Responsibilities:

• Supports in a dedicated way the TA Head Immunology with secretarial, administrative, organizational, and travelling requests. Maintains and manages calendars, including event, meeting and travel scheduling and domestic and international travel arrangements.
• Organizes meeting and events for Immunology Leadership Team (Bi-weekly core-meetings, monthly XLT meetings, Intercon Immunology Network (ION)), organizing internal and external meetings and take care of the operational elements (booking of rooms, minutes, monitoring progress of actions).
• Assists on documentation and files management, ensures documents are filed accurately and timely, and official documents are renewed timely.
• Provides project management support to the Immunology TA Head Immunology on key projects, including action item tracking, organization and communication of team materials (e.g. meeting minutes, Sharepoint sites, etc.).
• Assist in getting monthly information on update of org charts from TA Heads Immunology LBUs, Monthly reports, Prepare and update the TA Immunology yearly calendar, Create, handle and follow-up POs for medical projects, Create/Update MA distribution lists.
• Applies basic project management principles and techniques to the coordination and completion of assigned goals and tasks. Prioritize tasks with effective use of time.
• Compiles and provides routine standard reports on a monthly and ad hoc basis. Proactively address conflicting, incorrect, insufficient, or inappropriate information prior report publication. Assist with collection and analysis of project and process data and metrics. Apply basic project management tools for metrics collection. Participate in the development of guidelines and checklists.
• Interacts with employees, managers and Directors in support of project coordination.
• Assesses performance against plans, processes, and practices to determine effectiveness and recommend areas for process improvement to Leadership team and Immunology community.
• Establishes and maintains strong network within department and external clients.
• Ensures timely flow of communication and continually updates TA Head Immunology and group regarding project(s) in order to manage expectations. With some oversight, exercises appropriate judgment to efficiently progress deliverables using formal channels and informal networks, key policies, procedures, and are consistent with the organization’s culture.

Qualifications:

• Bachelor’s degree required, preferably in a technical, or project management related discipline.
• Minimum 3 to 5 years of executive assistant related experience with an experience providing support to Sr. Director level or equivalent.
• Experience in pharmaceutical industry is preferred.
• English fluency both verbal and written.
• Advanced knowledge of Microsoft Office Suite, Outlook, Virtual meeting platforms (Microsoft teams, Zoom etc.) understanding of business processes and requirements.
• Strong planning and organization skills.
• Self-starter, able to function at a high level with general instruction, has a proactive approach
• Must be self-directed and work well in a team environment, be able to work on multiple projects concurrently and meet commitments, possess excellent oral and written communication skills, be process-oriented, convert goals to tasks and define estimates on time and requirements to achieve goal objectives, and demonstrate initiative.
• Adaptable, deals with ambiguity, learns quickly, flexible and can change course quickly when needed.
• Professional demeanor and ability to maintain confidentiality.

Key Stakeholders:

Internal Stakeholders: Intercon Immunology Core-team, Affiliate Immunology Network, Brand Teams, Region and Area colleagues, Finance, ….

External Stakeholders: Customers, travel agencies, suppliers.