Executive Assistant

Job Title:

Executive Assistant

Location:

Cambridge, MA

About the Job

Join the engine of Sanofi's mission - where deep immunoscience meets bold, AI-powered research. In R&D, you'll drive breakthroughs that could turn the impossible into possible for millions.

The Executive Assistant will be responsible for providing organizational, operational and administrative support to the Ophthalmology Development TA. The successful applicant will work closely with the TA Unit Head, and internal and external partners to ensure the progression of the portfolio. This role requires outstanding organizational skills, and the ability to manage often competing priorities in a complex, fast-paced and dynamic environment.

About Sanofi

We're an R&D-driven, AI-powered biopharma company committed to improving people's lives and delivering compelling growth. Our deep understanding of the immune system - and innovative pipeline - enables us to invent medicines and vaccines that treat and protect millions of people around the world. Together, we chase the miracles of science to improve people's lives.

Main Responsibilities:

* Fully support the Head of Ophtha Development Unit including pro-actively managing calendars (schedule internal and external meetings, calls, appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations.

* Plan, manage and facilitate on-site and off-site meetings with internal and external stakeholders.

* Assist with management of the SharePoint/Teams, organizing information and ensuring accessibility for global colleagues and other stakeholders.

* Manage distribution lists.

* Coordinate domestic and international travel arrangements for multiple team members, acting as liaison with the travel department as needed. Responsibilities include planning multiday team offsites and managing end-to-end logistics for international team events and outings.

* Initiate consultant agreement contracts for KOLs by drafting and completing GRF forms; research KOL backgrounds and prepare short biographies to support the contracting process. Collaborate with the contract coordinator, other TA administrative assistants, BPCs, and other business partners to facilitate and execute KOL contract requests.

* Facilitate Confidential Disclosure Agreements (CDAs) by completing CRF forms and ensuring timely execution in coordination with legal and contract teams.

* Prepare, track, and submit expense reports using both Concur and the SMS expense system, ensuring compliance with company policies; review US staff expense reports for accuracy and proper documentation prior to manager approval.

* Manage the TA meeting schedule, send reminders and upload presentations to SharePoint.

* Support recruitment and departure activities including scheduling interviews, coordinating the new hire onboarding process (e.g., system access, orientation scheduling, team introductions), and managing offboarding logistics.

* Conduct ad hoc initiatives as requested.

* Always ensure confidentiality of information, and compliance with local and Sanofi's rules for all business transactions.

* Ensure smooth and efficient day-to-day operations, provide a positive presence, answer email and telephone calls in an efficient, timely and thoughtful manner.

* Manage RDPM time reporting accounts for members.

* Manage all administrative aspects of invited seminar speakers with external scientists and health care providers including scheduling and working with the contract coordinator and Business Processes Coordinators (BPCs) to submit documents required to execute contract and payment. When required, arrange or assist with speaker travel and on-site meeting room and catering.

* Foster respectful relationships with other admins, work together collaboratively and share best practices.

About You

Basic Qualifications:

* High school diploma

* Bachelor's degree preferred

* A minimum of four years of administrative experience in a science-related, healthcare, or ophthalmology field; experience within an academic, biopharma, biotech, or healthcare. Administrative experience in an Ophthalmology organization strongly preferred.

* Strong pro-activeness, ability to prioritize, multi-task, work independently and as part of a team, ability to navigate a complex organization with minimal direction to complete tasks and projects, in a fast-paced and dynamic environment.

* Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, Teams) and Google Suite; working knowledge of common intranet communication tools and business tools such as Concur, SMS expense system, eBuy, Easy Invoice, and Workday. Knowledge of teleconference tools including Zoom, Teams, or other related software.

* Excellent verbal and written communication skills; ability to compose mature drafts of internal and external communications.

* Discretion, tact, strong interpersonal skills, and ability to handle sensitive…