Executive Assistant to the Chief Medical Officer

Biogen; Cambridge (MA); On-site; USD 88,000 - 114,000; Full time

Job summary

Biogen in Cambridge, MA is seeking an Executive Assistant to the Chief Medical Officer to provide comprehensive administrative support to the WM leadership. The role requires professionalism, discretion, and the ability to manage competing priorities in a fast-paced environment.

You will coordinate calendars, travel, budgets, and meetings, draft communications, and help drive process improvements while collaborating with HR and other Admins.

Qualifications

• 5+ years of administrative support for executive teams.
• Experience in life sciences and/or biopharma preferred.
• Agile, fast-paced, with strong prioritization and attention to detail.
• Excellent proactive communication and sound judgement.
• Discretion and confidentiality when handling sensitive information.
• Strong MS Office and SharePoint proficiency.

Responsibilities

• Manage calendar, expenses, and event coordination for the CMO.
• Draft and distribute communications to internal and external audiences.
• Coordinate WM leadership meetings: agendas, materials, summaries.
• Proactively address complex issues and drive process improvements.
• Assist in travel arrangements and budget tracking.
• Support onboarding and recruiting activities for staff.

Skills

Executive support

Calendar management

Stakeholder management

Communication skills

Discretion and confidentiality

MS Office Suite

SharePoint

Project coordination

Budget and expense tracking

Education

Associate's degree or equivalent

Tools

MS Office Suite

SharePoint

Job description

About This Role

As the Executive Assistant to the Chief Medical Officer, you will be a pivotal member of the Worldwide Medical (WM) team, offering comprehensive administrative support and coordination to the Chief Medical Officer (CMO) of Biogen. You will also support other members of the WM leadership team, ensuring seamless organization of large-scale activities and collaboration with administrative and operations staff. Your role will be vital in facilitating key initiatives that bolster the CMO and medical affairs teams' functions, contributing significantly to the strategic goals of the department. This position demands a high level of professionalism, urgency, and confidentiality, thriving in a fast-paced environment where multitasking and prioritizing are paramount. You will play a crucial role in project coordination and management, with opportunities to enhance processes and drive organizational goals forward.

What You'll Do

• Build strong working relationships with team and administrative staff by organizing efficient communication and following up with deadlines and pertinent information.
• Establish rapport with key stakeholders to enable effective management of strategic projects.
• Provide administrative support, including calendar management, expense management, and event management.
• Draft and distribute communications on behalf of the CMO to internal and external audiences.
• Coordinate WM leadership team meetings, including agenda setting, material compiling, and drafting summaries.
• Proactively address complex and ambiguous issues, making responsible decisions with limited information.
• Maintain knowledge of relevant Biogen policies and procedures, including Travel & Expense and Compliance Protocols.
• Manage travel arrangements and monitor travel progress to resolve issues as they arise.
• Propose and implement process improvements to increase efficiency.
• Create and maintain organizational charts, support staff recruiting, and onboard new hires.
• Assist in preparation of business and operating review materials for meetings.
• Maintain document and knowledge repositories, expedite work items, and initiate follow-up when necessary.
• Provide finance and budget support by submitting purchase order requests and tracking invoices.
• Support large-scale meeting logistics, including coordination of room, A/V support, and catering.
• Collaborate on CMO's projects, planning, implementing, monitoring, and evaluating progress.
• Enhance business processes, implement best practices, and develop efficient processes alongside CMO and HR Business Partner.
• Work with other functional and Executive Admins to ensure consistency and efficiency within groups.
• Support the other Admins within the function.

Who You Are

You are proactive, agile, and organized, thriving in a collaborative environment while remaining calm under pressure. Your excellent communication and interpersonal skills enable you to interact effectively with senior members of the organization and external stakeholders. You possess a strong sense of initiative, are detail-oriented, and have a knack for understanding interdependent activities. Your ability to exercise sound judgment and maintain confidentiality is paramount, along with your enthusiasm for taking on new challenges and responsibilities.

Required Skills

• Associate's degree or the equivalent combination of education and experience required
• 5+ years of administrative experience supporting executive level teams is required, ideally experience in life sciences and/or biopharma
• Agile with the ability to deliver in a fast-paced environment, demonstrating efficiency and attention to detail.
• Excellent and proactive communication skills, coupled with sound judgment to determine priorities.
• A high degree of maturity, discretion, and integrity, especially in handling sensitive information.
• Team-oriented and collaborative style with a strong work ethic.
• Strong project management experience and ability to transform ideas into finished products.
• Exceptional organizational skills and resourcefulness, maintaining accuracy in work.
• Strong business acumen, quickly absorbing new information.
• Technically skillful in MS Office Suite (Word, Excel, PowerPoint, Outlook) and proficiency in SharePoint.

Job Level: Professional

Additional Information

The base compensation range for this role is: $88,000.00-$114,250.00

Base salary offered is determined through an analytical approach utilizing a combination of factors including, but not limited to, relevant skills & experience, job location, and internal equity.

• Regular employees are eligible to receive both short term and long-term incentives, including cash bonus and equity incentive opportunities, designed to reward recent achievements and recognize your future potential based on individual, business unit and company performance.
• In addition to compensation, Biogen offers a full and highly competitive range of benefits designed to support our employees' and their families phys