Executive Administrative Coordinator
Millipore Corporation

Job Info

EMD Serono, now located in the Boston Seaport District, is hiring an Executive Administrative Coordinator to provide administrative support to multiple Vice Presidents within the Oncology Global Business Function whose purpose is to advance the accelerated development of cancer drugs. You will participate in the marketing planning function and serve as the primary point of contact for internal and external constituencies and will serve as a liaison to the senior management team. You will also facilitate and coordinate projects and deadlines directly or in collaboration with others. You will work independently and carry out special assignments with minimal supervision. You will exercise independent discretion and judgment and solve complex problems with full latitude to change work processes and workflow.

Responsibilities:

Provide administrative support and facilitate communication to one or more Vice Presidents and their teams with increased complexity around management of multiple VP calendars, team calendars, recurring/ad hoc meeting scheduling and cross-functional workshopsMaintain collaboration with vendors to ensure the timely and effective completion of projects with an in depth understanding of the scope and content of ongoing projects that the team is involved in and assist where necessaryCoordinate conference attendance and travel arrangements, both international and domestic, while maintaining travel budgetsTimely submission of expenses for each of the team leadersManagement of multiple marketing team budgets including coordination with finance and across multiple functions, with primary focus on quarterly phasing, quarterly and end of year accruals, timely invoicing and funds committedManage the PO process including approvals, tracking invoicing, fielding vendor inquiries and concernsProvide administrative support of thought leader engagement for the team(s) through the online documentation process Provide administrative support for medical-legal review process by being the VERITAS proponent for marketing projectsAssist with PowerPoint presentation graphics and content arrangementSupport the franchise through onboarding and training of new employees and assist with employee relocation to the US officeDevelop broad and comprehensive experience, skills and knowledge in organizational policies, procedures, and practices

Who You Are:

Minimum Qualifications:

High School diploma or GED6+ years of administrative experience at the executive level 2+ years of experience with virtual meeting software (ZOOM or Teams)2+ years of experience with Microsoft Office software (Outlook, Word, Excel, PowerPoint), SharePoint

Preferred Qualifications:

Some college to Associates DegreeExperience in the healthcare or pharmaceutical industry Ability to handle sensitive information with the highest degree of integrity and confidentialityAbility to contribute to the continuous improvement of administrative processes and procedures within the teamProactive, self-motivated, and capable of working independently as well as part of a teamProvide cross-functional support to other teams as needed, fostering a collaborative working environmentExperience with applications software such as travel and expense management, scheduling, budgetary control, e.g., Concur, SharePoint, AribaExperience planning and coordinating large scale events/project management responsibilities Excellent interpersonal, written, and oral communications skillsAbility to prioritize workload and multi-task Ability to work independently, as well as partnering and team collaboration with other administrative assistants and external partiesStrong attention to detail and follow-throughRSREMD