Executive Coordinator

Millipore Corporation; Boston (MA); Hybrid; USD 45,000 - 69,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement contributions

Job summary

EMD Serono in Boston seeks an Executive Coordinator to support contracting and PO execution for US Medical, enabling project strategy and execution. You will report to the Head of Medical Operations within Medical Affairs and coordinate multiple stakeholders.

Responsibilities include SOW management, vendor reporting, invoice processing, and open PO administration. You will also provide cross-training, back-up coverage, and help develop job aids for core Medical Affairs processes.

Qualifications

• High school diploma or GED; 6+ years supporting senior management.
• Experience with contracting process support; SAP preferred.
• Strong admin skills, calendar management, travel planning and confidentiality.

Responsibilities

• Contracting & PO support: manage SOWs, vendor setup and PO flow.
• Monitor inbox, track SOWs and collaborate with business owners.
• Manage monthly vendor reports and processing of invoices.
• Open POs for grants and charitable requests; maintain reports.
• Provide backup coverage for Medical Operations activities.
• Develop job aids for Medical Affairs processes and participate in networks.

Skills

Calendar management

Executive support

Multitasking

Communication

Microsoft Office

Outlook

PowerPoint

Attention to detail

Team player

Education

Bachelor's degree

Tools

SAP

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.

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

Your Role

The Executive Coordinator will be reporting to the Head of Medical Operations within the Medical Affairs Team and providing excellence in contracting and PO execution for US Medical, enabling medical proponents to focus on project strategy and execution.

Responsibilities

• Contracting & Purchase Order Support: Support Statement of Work (SOW) management through the approval, vendor setup and PO setup process (with a focus on Oncology, Fertility, Endocrinology and Medical support budgets); actively monitor shared Medical Operations inbox for SOW handling, monitor, track and champion SOWs through the process in collaboration with business owners
• Manage monthly vendor reports with third‑party vendors and/or HCPs in collaboration with business owners
• Complete receiving on all business owner‑approved vendor reports and individually submitted vendor invoices
• Review monthly open invoice and PO reports to determine and execute appropriate action
• Open POs for approved medical grants and off‑line charitable contribution requests
• Actively contributes to continuous process improvements, staff training and adherence to all corporate policies
• Medical Operations & Other Administrative Support: Crosstrain and provide backup coverage for Medical Operations staff, including for contracting, the HCP engagement process and grants operations
• Support development and maintenance of job aids for key Medical Affairs processes (including and beyond contracting)
• Actively participate in internal Administrative Professionals network, building relationships with key internal stakeholders

Work Location

• Boston, MA (Seaport Office - 3 days per week in office) (Overtime may be necessary on occasion)

Travel

20% domestically

Who You Are

Minimum Qualifications: High school diploma or GED. 6+ years of professional work experience supporting senior‑level management.

Preferred Qualifications

• Bachelor's degree
• Experience with contracting process support; SAP experience preferred
• Strong background in executive‑level support, calendar management, meeting coordination, travel planning, and handling confidential materials
• Previous project administration preferred
• Strong internet and computer skills including Outlook, Word, Excel and PowerPoint
• Knowledge and ability to work in contracting and purchasing software; SAP preferred
• Excellent administrative skills
• Strong organizational skills
• Attention to detail
• Team player with reflected can‑do attitude
• Self‑motivated, self‑confident
• Ability to handle multiple tasks effectively and to work under pressure
• Ability to work as a cooperative part of a Medical Affairs team
• Ability to work in an intense, fast‑paced, matrixed, multinational work environment
• Proven experience and examples of developing and maintaining relationships across functions
• Ability to communicate via virtual platform
• Ability to be flexible with work schedule to accommodate the varying volume of work

Base Pay Range

$33.00-$50.00 per hour

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

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!