Executive Assistant to Chief Development Officer

Role Summary

To provide high level efficient Executive Assistance to support the Chief Development Officer and other Executives as assigned, within an international team based in CH, UK and US. Contribute to the success of the leadership team engaged in the development of global advanced therapeutics to treat cancer and other life-threatening disease.  Key Responsibilities

·      Coordinate the CDO's activities internally. i.e. with the executive team, the development leadership team and other functions as well as externally, i.e. with health-regulatory authorities, thought leaders and research cooperative groups or development partners

·      Prioritise conflicting needs; manage expectations; handle matters expeditiously, proactively, and follow-through on projects to successful completion

·      Proactive and efficient management of the CDO's meeting calendar, reducing conflicts, adapting to last minute changes and prioritising competing requests accordingly across time zones – liaising with external providers, suppliers, collaborators, consultants and colleagues

·      Negotiate and arrange meetings and prepare agendas, reserve and prepare conference rooms in all locations (Switzerland, London, Germany, US), including setting up AV/VC/Webex/Teams/Zoom and catering as required, providing in person support if required

·      Team building organisation and detailed event planning

·      Committee organisation and chairing off-site events, attending in person if required

·      Coordinate complex travel plans and create comprehensive itineraries (using TravelPerk to book travel)

·      Assist with presentations in PowerPoint, Excel and Word that provide information to executive management, regulators and senior leaders

·      Assist with and provide detailed conference attendance support (housing, travel, transportation, meeting organisation)

·      Onboard new starters (organise a detailed meet & greet schedule, travel if required, set up in all the Autolus platforms)

·      Manage and coordinate budget details, maintaining appropriate communications for budget approvals within departments

·      Mentor and help onboard new Executive Assistants providing the highest professional level of support under the Corporate Support Managers direction

·      Various follow-up on behalf of management, aligning with Corporate Support Manager

·      Sort and prioritise emails for review, preparing agendas and daily document reviews

·      Take meeting minutes and share updates, actions and decisions

·      Create and maintain multi-functional SharePoint sites for teams and virtual filing of documents.

·      Manage distribution lists and department calendars

·      Draft and edit documents, briefing papers, reports and presentations, as required

·      Draft and edit confidential letters and confidentiality agreements as needed (CDAs)

·      Create and process purchase orders and invoices and manage relationships with vendors

·      Assist with executive approvals for expenses (Payhawk)

·      Provide the highest level of backup support Executive Assistant coverage as needed

·      Provide support to other duties as required by Executive team or Corporate Support Manager

·      Advocate and increase awareness of, and adhere to all Company policies

·      Accept additional duties from Executives where required

·      Potential office management / back up office management duties for Basel & Weil offices

Demonstrated skills and competencies

E - Essential

P - Preferred

Experience

·      At least 10 years' experience working as a high-level Executive Assistant in an office environment (E)

·      Experience working in biotech/pharma industry (E)

·      Experience of supporting Development organizations within pharma (P)

·      Experience coordinating complex travel logistics and working across different time zones (e.g. to set up conference calls etc.) (E)

Qualifications

·      
Educated to Degree Level or equivalent relevant experience (P)

·      
A degree in science or healthcare related fields (P)

Skills/Specialist knowledge

·      Microsoft Office Skills - excellent proficiency in Word, Excel, PowerPoint and Outlook required (E)

·      Excellent time management skills with the ability to multi-task (E)

·      Working in a fast past environment across different time zones (E)

·      Ability to work towards deadlines and in time-constraint situations (E)

·      A solid team player who builds trust-based relationships across all employees irrespective of seniority (E)

·      Excellent organisational skills (E)

·      Strong written and verbal communication skills (E)

·      Ability to handle details of a highly confidential and critical nature (E)

·      Ability to prioritise and manage own workload amid conflicting demands and busy work periods (E)

·      Excellent attention to detail (E)

·      Result oriented with a positive outlook and a willingness to learn (E)

·      Ability to effectively receive and communicate feedback (E)

·      Ability to think ahead and anticipate issues before they arise and proactively solve these (E)

·      Ability to work under pressure and be flexible as part of a team (P)