Executive Assistant, Chief Operating Officer

Executive Assistant, Chief Operating Officer

Servier in the U.S. is a Boston-based, commercial-stage biopharmaceutical company launched by Servier Group in 2018. As a privately held organization, Servier is uniquely positioned to advance cutting-edge science, tackle underserved therapeutic areas and make patients the focus of every strategic decision.

Role Summary

The Executive Assistant will provide high-level administrative support to the newly created role of US Chief Operating Officer and reports directly to the Director, Office Management. This role requires exceptional organizational skills, attention to detail, and the ability to handle a wide range of administrative responsibilities. The ideal candidate will have a strong background in administrative support with experience supporting leaders at complex, global organizations. The role will require flexibility and adaptability in a fast-paced environment, with the ability to proactively anticipate needs and provide solutions.

Primary Responsibilities

• Provide high level administrative support to the US Chief Operating Officer and serve as a trusted resource and partner
• Provide complex and proactive calendar management for COO, ensuring their calendar is well maintained and accurate
• Support board meetings and Executive Committee when onsite in Boston, partnering closely with the Office of the CEO to ensure meetings are well executed
• Prepare and proof correspondence including email, letters, memos, slides, documents, and reports as required and maintain up-to-date paper and electronic files.
• Responsible for triaging inbox and prioritizing incoming requests for the COO
• Maintain confidentiality and handle sensitive information and situations with care and confidence.
• Responsible for the coordination of complex, internal meetings for the department and management of all associated logistics
• Coordinate logistics of programs and special events including team meetings, conferences, seminars, workshops, off-site meetings, special projects and department outings/team-building.
• Assist in preparing, organizing and sending pre-read materials for meetings, including agendas, reports, presentations, and meeting minutes, including action items.
• Completes Purchase Orders, Statement of Work/Master Service Agreement documents review and submission, and other similar activities as needed
• Arrange domestic and international travel itineraries for COO
• Responsible for the timely preparation of budget, expense reports, invoice processing and check requests
• Provides back-up coverage for Office of the CEO during absences or vacations, and as needed during periods of increased department workload or as otherwise directed by the Director, Office Management

Candidate Profile

Education and Required Skills

Bachelor's degree or equivalent experience. 5-7+ years of experience in administrative support, with a focus on supporting global leaders

Experience in the pharmaceutical or biotechnology industry is preferred.

Strong track record of providing high level support in calendaring, travel (domestic and international), project management, strategic meeting management and presentation support

Proficient in Microsoft Office software such as Word, Excel, PowerPoint, Teams and SharePoint with an ability and desire to learn new technology to drive efficiency across the organization

Must possess excellent interpersonal skills and maintain strong relationships with internal and external stakeholders on behalf of assigned leaders

Serves as a trusted advisor to assigned leaders, displaying a high degree of tact, diplomacy, judgment, and discretion.

Ability to work in a deadline driven environment while displaying a high level of professionalism and a positive attitude

Travel and Location

Must be Boston-based, 2-3 days onsite per week or as needed Willingness to be available after hours and on weekends as needed for time sensitive requests and large events Minimal travel expected

Servier's Commitment

Servier is committed to modeling diversity, equity, and inclusion within the industry. We are dedicated to fostering an environment that maintains equitable treatment for all and we welcome applicants who are passionate, committed, and innovative individuals. We encourage candidates to apply to our open roles as we are always willing to consider experiences and skills beyond what is listed in the job description. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Salary Range

The salary range for this role is $85-$117k. An employee's pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, geographic location, performance, and business or organizational needs. We may ultimately pay more or less than the posted range, and the range may be modified in the future. Employees in this position are also eligible for Short-Term and Long-Term incentive programs. Servier also offers a competitive and comprehensive benefits package that includes benefits such as medical, dental, vision, flexible time off (Servier provides unlimited sick time and flex time, and does not accrue time off), 401(k), life and disability insurance, recognition programs among other great benefits (all benefits are subject to eligibility requirements).