Executive Assistant

Job description

JOB TITLE:

Executive Assistant

REPORTS TO:

Head of Sanofi Genzyme China & EM

BUSINESS AREA:

Sanofi Genzyme China & EM

DATE AMENDED:

July 2019

Job Purpose

·  The Executive Assistant will provide administrative & technical support to the Head of Sanofi Genzyme China & EM and the team based in Boston.
·  This role requires a high level of administrative skill and technical competence as the organization is complex and has many internal and external senior partners.
·  Strong oral and written communication skills, flexibility and the ability to manage multiple tasks of equal/varying priorities is essential.
·  Responsibilities will include but not be limited to booking and managing national and international travel, expense reporting, organizing meetings and social events.
·  The ability to maintain a high level of confidentiality is critical.

To achieve success it is critical that the Executive Assistant

·  Support in managing time of the manager and the team in the most efficient way
·  Support few members of the team based in Boston
·  Ensure the administrative support necessary and participate to maintain a collaborative environment with multiple stakeholders in the countries
·  Support the logistical preparation
·  Provide the necessary support in the best conditions of quality and timelines with good reactivity and autonomy
·  Maintain a high level of confidentiality

Key results / Accountabilities

·  Manages multiple, sometimes conflicting, priorities in a fast-paced and demanding environment.
·  Provide high level administrative and secretarial support including calendar & meeting management, - set agendas, attend, and follow through on action items to the Head of SG China & EM & the team on a daily basis.
·  Management of diary, ensures personally the appropriateness of arrangements for meetings, travel, accommodation and events.
·  Prioritizes and executes tasks with minimal direction or supervision.
·  Maintains a high level of confidentiality at all times.
·  Coordinates with local teams in the countries planning and logistics.
·  Takes initiative and independently manages special/administrative projects in dynamic fast paced environment.
·  Manages equipment orders and follow up of budget.
·  Supports recruitment activities and departures and maintain up to date mailing list.
·  Assist in the preparation of documents.
·  Business travel arrangement including Agency meeting coordination and planning as required.
·  Manage expense reporting by preparing and submitting expense reports, often including complex international travel related transactions.
·  Ensure internal and external communication, being the conduit link between the Executive and the internal/ external interlocutors.
·  Manage and ensure adequate and relevant communication with the expanded team.
·  Ensure open line between manager and teams.
·  Chanel downwards communication and follow-up on the implementation of the administrative directions.
·  Acts as the Executive's personal representative on internal and external matters of an administrative nature.
·  Undertakes a variety of special Events and Projects, involving internal and/or external research and liaison, on behalf of and within guidelines provided by the Executive.
·  Proactively troubleshoot and address travel conflicts. Additionally, 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 Compliance

·  Abide by the requirements of the internal Code of Ethics including but not restricted to maintaining high professional standards of conduct in line with the Company procedure with a duty of care to the reputation of the Company

Ethical Leadership

·  Takes personal accountability to use personal experience and knowledge, as well as the training and tools provided by Sanofi, to maintain a good knowledge and understanding of all ethics and governance relevant to the role (Sanofi Policies and Procedures and any relevant legal requirements) and demonstrate personal leadership in applying these to all work undertaken.
·  Escalates any decisions, or seek the support of colleagues or management if personal knowledge and understanding is not at the level required to carry out any part of the role

Environmental and Safety Leadership

To care for his/her own safety and wellbeing and the safety of others, and to co-operate with the company to ensure a safe place of work.Employees are therefore expected to:

·  Support and conform to Company safety rules and procedures to ensure a safe and healthy working environment.
·  Report any accident, incident or near miss, whether it be of personal injury or property damage.
·  Assist in the investigation of accidents with the objective of introducing measures to prevent recurrence.
·  Thoroughly read all safety documentation issues by the Company and comply with its requirements.
·  Escalate any doubts or uncertainties to their supervisor and / or manager.

KEY WORKING RELATIONSHIPS

INTERNAL

Cross Functional Collaboration with

·  China & Emerging Markets Leadership & Franchise teams
·  China & EM Marketing Leads and Medical team
·  TA Global Team
·  Assistants

EXTERNAL

Would be expected to be involved with

·  Government authorities, Embassies, Suppliers, Vendors, & Third-Party Contractors
·  Creative Agencies & Service Providers
·  Stakeholders
·  Visitors

Skills, Experience & Knowledge Requirements

·  Education Level: University Graduate – Secretariat/Communication
·  Experience: 5 years of experience in similar environment

Experience supporting senior-level business leaders in a pharma or biotech environment

Skills :

·  Fully conversant and proficient in Microsoft office.
·  Advanced level of written and verbal English.
·  Excellent interpersonal, organization and communication skills appropriate to a multi-cultural and diverse working environment with advanced writing skills.
·  Multiple tasks simultaneously and autonomously and attention to details and excellent follow up skills.
·  Strong problem-solving skills that allow to proactively anticipate requirements.
·  Enthusiastic with a positive outlook and willingness to support with honesty, consistency and reliability.
·  Successfully interact with a dispersed leadership team, other executive administrative assistants, and customers.
·  Work unsupervised once briefed, efficiently and effectively in a demanding environment.
·  Ability to learn and adapt.
·  Perceptiveness in relationships and teamwork.
·  Skilled at organizing processes and systems.
·  Flexibility with time, working across multiple time zones.
·  Ability to prioritize effectively.

Sanofi Inc. and its U.S. affiliates are Equal Opportunity and Affirmative Action employers committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender, gender identity or expression; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law.

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At Sanofi diversity and inclusion is foundational to how we operate and embedded in our Core Values. We recognize to truly tap into the richness diversity brings we must lead with inclusion and have a workplace where those differences can thrive and be leveraged to empower the lives of our colleagues, patients and customers. We respect and celebrate the diversity of our people, their backgrounds and experiences and provide equal opportunity for all.