Job Description The right candidate must be flexible, organized, proactive, collaborative, and open minded. Excellent communication, inter-personal and collaboration skills are essential for this role.
Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact is required as well as demonstrated experience in execution and accountability for project coordination and/or management. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The incumbent must enjoy dynamic atmosphere, good judgment, show initiative and be willing to take on additional tasks and responsibilities as needed to achieve goals and deliverables. Familiarity with biotechnology / pharmaceutical industry a plus.
Specific tasks as executive assistant supporting VP LATAM & GM LAS will include:
- Manage expense reporting by preparing and submitting expense reports, often including complex international travel related transactions.
- Provide finance and budget support by submitting requests for purchase orders, and tracking invoices through the payment process.
- Provide general administrative support such as calendar and meeting management, coordination of leadership team meetings - set agendas
- Business travel arrangements as required. Generate detailed itineraries, including arranging for the use of visitor offices and coordinating office support needs in satellite locations.
- Coordination and logistics support of meetings and events, both on and off-site.
- Maintain working knowledge of relevant Biogen policies and procedures and provide information in this regard as required.
Specific tasks as office manager will include:
- Office management in Argentina and Chile.
- Manage office supplies inventory and place orders as necessary.
- In charge of receptionist duties such as greet visitors, and answer and direct phone calls.
- Manage annual office budget in both affiliates (Argentina and Chile).
- Partner with HR to organize events.
- Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time.
- Perform security duties, such as evacuation zone helper and in charge of the building security.
- Manage internal communications regarding office management
Qualifications
- Excellent interpersonal, verbal and writing skills, polished, articulate, mature; energy and enthusiasm with a positive outlook required.
- Exceptional organizational skills with a demonstrated ability to work with attention to detail and accuracy.
- Experience planning large, complex meetings desired.
- Possess a high-level of proficiency with Microsoft Office, highly proficient in PowerPoint, and highly proficient in Oracle.
- Demonstrated ability to use discretion and manage sensitive and confidential information.
- 10+ years administrative experience required, including 4+ years supporting executive level, in the biopharma industry preferred.
- Bachelor´s degree
- English Proficiency
