Executive Assistant

EMD Serono, Inc.; Boston (MA); Hybrid; USD 56,000 - 87,000; Full time

Job summary

EMD Serono, Inc. is seeking an experienced Executive Assistant to the SVP of North America Medical Affairs. The role provides high-level administrative support, manages calendar, travel, and expense reporting, and coordinates meetings and stakeholder communications.

This is a hybrid position requiring onsite presence 3+ days per week and flexibility for additional in-office days as needed. Ideal candidates have 7+ years in executive assistance within global environments, a bachelor’s degree, and

Qualifications

• Bachelor’s degree or higher in any discipline.
• 7+ years in an executive assistant role supporting senior management.
• Alternate path: 10+ years in pharma with HS/GED.
• Experience with global/matrixed environments is preferred.
• Strong MS Office (Word, Excel, PowerPoint, Teams) and electronic filing systems.

Responsibilities

• Manage executive calendar, travel, and expense reporting.
• Coordinate meetings, agendas, minutes, and follow-ups.
• Act as liaison with internal/external stakeholders.
• Support multiple ongoing projects and provide timely reporting.
• Prepare confidential communications and materials for leadership.
• Coordinate complex international and domestic travel.
• Ensure timely delivery of requests and team reports.
• Assist with staff training and administrative initiatives.
• Travel approximately 10%.

Skills

Executive support

Communication

Organization & time management

Collaboration

Discretion & confidentiality

Education

Bachelor's degree

High School or GED with 10+ years experience

Tools

SAP

Concur

Workday

ARIBA

Job description

Work Your Magic with us! Start your next chapter and join EMD Serono.

Ready to explore, break barriers, and discover more? We know you’ve got big plans – so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

United As One for Patients, our purpose in Healthcare is to help create, improve and prolong lives. We develop medicines, intelligent devices and innovative technologies in therapeutic areas such as Oncology, Neurology and Fertility. Our teams work together across 6 continents with passion and relentless curiosity in order to help patients at every stage of life. Joining our Healthcare team is becoming part of a diverse, inclusive and flexible working culture, presenting great opportunities for personal development and career advancement across the globe.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Your Role

As the Executive Assistant, SVP of North America Medical Affairs, your role is to provide superior executive assistance. You will be responsible for calendar maintenance, travel, and expense reporting, as well as team-wide organizational maintenance, allowing SVP NAMA to focus on key strategic and senior leadership activity. This is a hybrid position requiring onsite presence 3+ days per week, and may vary each week. Flexibility required for additional in-office days depending the needs of the business during specific times.

• Preparing and editing correspondence, communications, presentations, and other documents. Monitor incoming and outgoing communications, including emails, team calls, and mail.
• Meeting Coordination: Plan, organize, and coordinate meetings, conferences, and events. Prepare agendas, record meeting minutes, and action items follow up. Ensure the SVP is well-prepared for meetings with relevant materials and information.
• Stakeholder Management: Act as a liaison between the SVP and internal/external stakeholders. Build and maintain positive relationships with key contacts and departments.
• Understand the scope and content of NAMA ongoing programs. Assist with projects where necessary and prioritize and manage multiple projects to ensure timely follow up.
• Manage executive calendar, with coordination of internal and external senior executives and assistants as well as third party stakeholders and industry partners, including complex executive meetings and events.
• Provide advanced, executive administrative support to the NAMA Leadership Team (LT) members
• Coordinate complex travel arrangements, both international and domestic.
• Ensure deadline delivery for requests and assignments (e.g. team meeting agendas/minutes, periodic team reports, etc.).
• Apply superior analytical skills to screening routine and highly confidential responses to incoming mail, email, telephone calls and messages.
• Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure.
• Process expense reports for SVP, and members of the NAMA LT as assigned, ensuring timely submission and accuracy.
• Collaborate with internal parties at all levels to gather information and prepare reports as per the executive’s needs.
• Attend all Administrative Excellence meetings and events, generate information to support managerial decisions and participate in the design and implementation of staff training, as applicable.
• Travel 10%

Who You Are

Minimum Qualifications

• Bachelor’s Degree in any discipline
• 7+ years in an executive assistant role supporting senior-level management in a global and matrixed environment.

Or

• High School or GED with 10+ years in an executive assistant role within the pharmaceutical industry

Preferred Qualifications

• Experience in the pharmaceutical or healthcare industry
• Knowledge of life science industry-specific terminology and processes.
• Advanced knowledge of various office software packages (Microsoft Office software Word, Excel, PowerPoint, Teams), and electronic filing systems.
• Experience coordinating meetings, travel, or events
• Experience supporting leaders or cross-functional teams
• Familiarity with SAP, Concur, Workday, ARIBA or similar business systems
• Experience working within a global organization
• Outstanding organizational and time management skills, excellent attention to detail and follow-through and a proactive mindset and willingness to take initiative
• Strong written and verbal communication
• Strong interpersonal skills and a collaborative approach
• Professionalism and sound judgment when handling confidential information
• The ability to manage multiple priorities in a fast-paced environment

Pay Range for this position - $41/hr - $63/hr. The offer range represents the anticipated low and high end of the base pay compensation for this position. The actual compensation offered will be determined by factors such as location, level of experience, education, skills, and other job-related factors. Position may be eligible for sales or performance-based bonuses. Benefits offered by the Company include health insurance, paid time off (PTO), retirement contributions, and other perquisites.

What we offer

We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!