Executive Assistant
Executive Assistant
- Full-time
- Region: EU+/Canada
- Department: Administrative
Job Description
About the role:
As Executive Assistant you will support as a shared resource the Head of HR, Europe and her HR leadership team (%50) and the Head of International Corporate Affairs and her team (%50) by providing administrative and timely support on a daily basis and thus, ultimately contributes to the efficiency and continuity of the business, as well as to support in respective departments purchase order (PO) preparations, meeting, townhall and conference coordination & facilitation, travel, expenses, budget management and preparation of correspondence, Power Point presentations and Project involvement. The job represents a very central coordination role in both teams.
Location: Baar, Switzerland
What you'll do
The Executive Assistant role provides critical administrative and coordination support on the diverse activities by representing the respective departments in managing the business requirements on a timely manner, with integrity and sense of confidentiality, collaboratively across different stakeholders internally and externally.
- Administrative activities:
- Acts on own initiative and performs diverse and advanced secretarial and administrative duties for senior management.
- Proactively handles complex calendar of senior management as well as manages the HR & CA Team calendars; oversees the cross functional team schedules and plans and manages the booking of meeting rooms and conference calls upon request.
- Proactively manages logistical arrangements for senior management travel (local & overseas), timely, accurately and in line w/ Global Travel policy
- Manage any last-minute changes or travel issues (i.e. cancellations, re-scheduling etc.)
- Handles visa application processes independently and timely
- Prepares, checks, and processes expense reports for several senior executives and in accordance with Company Policy and timelines.
- Answers mail and inquiries on own initiative, proactively choosing the appropriate medium with professional representation of the Company.
- Manages information flow in a timely and accurate manner, with utmost adherence to confidentiality on sensitive topics.
- Processes PO requests, payment of invoices and ensures required documentation according to company SOPs by keeping the budget plans and requirements on track.
2. Meetings and Events:
- Responsible for supporting the scheduling and follow up for the regular meetings for HR and Corporate Affairs aligned with their cross-functional collaboration needs.
- Responsible for Meetings/Events (internal/external) organization including booking of hotel, meeting rooms, registration etc. and liaison with business partners if required.
- Proactively manages logistical arrangements such as hotel and meeting room booking, organization of catering, registrations etc.
3. Contract & Documentation Management support:
- Ensures initiation of the signature processes for business documents and certification if required.
- Ensures timely document retention and filing according to the company SOP.
- Provide administrative support to respective functions on projects and on-going knowledge managements, signatories, filings.
4 Project Management, Coordination & Other:
- Independently drives projects, follows-up and ensures alignment across teams as requested.
- Maintains & updates contact database for HR and CA, maintain and build needed shared sites, maintain and update organizational charts as needed.
- Format information for internal and external communication – memos, emails, presentations, reports etc.
- Supports team in systems (MS Office Software) and technology queries.
- Secures and maintains a high service culture and client satisfaction.
- Provide back-up for other Executive Assistants as required.
- Onboarding of various new team members, ensuring office requirements, tools and equipment are ordered well in advance; ensuring new team members are well integrated into the team.
Participation in Special Projects - you take part in cross functional projects on a local or international level as required with timelines and deliverables: targeting excellence in execution and sense of urgency in a collaborative manner, following compliance principles and requirements.
Who you are
Ability to multi-task, determine priorities and take ownership. Reliable, independent and committed; high integrity to deal with confidential information. Experience gained with complex structures and matrix organizations as well as excellent organization skills and the ability to organize and prioritize work. Proactive, results driven with strong problem solving skills. Ability to remain calm, professional throughout busy, high volume periods. Positive attitude with a willingness to provide the highest level of customer service (internal and external). Good intercultural awareness. Digital savvy with learning agility.
Qualifications
- Education: Commercial apprenticeship or bachelor’s degree
- 5+ years of experience as Executive Assistant supporting senior level executives, in an international environment.
- Fluent English (written and spoken) and German (written and spoken), any other European language would be a plus.
- Excellent interpersonal skills
- Excellent proficiency with Windows, Microsoft Office 365, cloud-based services, collaborative work online
- Excellent verbal and written communication skills
- Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment.
- Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact
- Experience supporting multiple people and projects simultaneously is preferred
- Prior work experience in a multi-national, multi-cultural environment
Additional Information
Why Biogen?
We are a global team with a commitment to excellence, and a pioneering spirit. As a mid-sized biotechnology company, we provide the stability and resources of a well-established business while fostering an environment where individual contributions make a significant impact. Our team encompasses some of the most talented and passionate achievers who have unparalleled opportunities for learning, growth, and expanding their skills. Above all, we work together to deliver life-changing medicines, with every role playing a vital part in our mission. Caring Deeply. Achieving Excellence. Changing Lives.
At Biogen, we are committed to building on our culture of inclusion and belonging that reflects the communities where we operate and the patients we serve. We know that diverse backgrounds, cultures, and perspectives make us a stronger and more innovative company, and we are focused on building teams where every employee feels empowered and inspired. Read on to learn more about our DE&I efforts.