Executive Assistant, EPM (European Partner Markets)

Administrative       ·        Warsaw, Poland       ·         Full time 

• Warsaw, Poland
• Full-time
• Department: Administrative
• Region: EU+/Canada

Job Description

About This Role

You will remotely support the Head of European Partner Markets and its Leadership Team. You will provide personalized and timely support on a daily basis and thus, ultimately contribute to the efficiency and continuity of the business, as well as to support in administrative matters, meeting and conference all facilitation, Travel & Expenses and preparation of correspondence, Power Point presentations and Project involvement. The job represents a very central role in the team.

Who You Are

You are an experienced Executive Assistant who is able to work virtually to a variety of stakeholders spread in the region. You are supporting the manager effectively and proactively. You manage communication in fluid way and with empathy to people. You are solution oriented individual, who is well organized and well structured. You act independently and make accurate decisions.

What You’ll Do:

• Act on own initiative and perform diverse and advanced secretarial and administrative duties for senior management
• proactively handle complex calendar of senior management as well as manage the Team calendar
• Proactively manage logistical arrangements for senior management travel (local & overseas), incl manage any last minute changes or travel issues (ie. cancellations, re-scheduling etc.), handle visa application processes independently and timely
• Prepare, check and proces expense reports for several senior executives and in accordance with Company Policy on a monthly basis
• Manage information flow in a timely and accurate manner, incl. answering mail and inquiries on own initiative, proactively choosing the appropriate medium
• Process PO requests, payment of invoices and ensures required documentation according to company SOPs
• Responsible for Meetings/Events (internal/external) organization incl. booking of hotel, meeting rooms, registration etc. and liaison with business partners if required
• Proactively manage logistical arrangements such as hotel and meeting room booking, organization of catering, registrations etc.
• Ensure initiation of the signature processes for business documents and certification if required
• Ensure timely document retention and filing according to the company SOP
• Independently drive projects, follow-up and ensure alignment across teams
• Maintain & update business partners’ contact database
• Manage system access and accounts
• Format information for internal and external communication – memos, emails, presentations, reports
• Support team in systems (MS Office Software) and technology queries
• Secure and maintain a high service culture and client satisfaction
• Provide back-up for other Executive Assistants as required

Qualifications

Required Skills

• 3+ years of experience as Executive Assistant supporting senior level executives, in an international environment
• Fluent English (written and spoken), any other European language would be a plus
• Excellent interpersonal skills
• Proficiency with Windows, Microsoft Office 365, cloud-based services, collaborative work online
• Excellent verbal and written communication skills
• Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment
• Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact
• Experience supporting multiple people and projects simultaneously is preferred
• Work in a multi-national, multi-cultural environment
• Commercial apprenticeship or bachelor’s degree

Additional Information

Why Biogen?

Our mission to find therapies for neurological and rare diseases is a unique focus within our industry and this shared purpose is what connects us as a team. We work together to overcome obstacles and to follow the science. We are resilient as we strive to make an impact on our patients’ lives and on changing the course of medicine. Together, we pioneer. Together, we thrive. More details: https://www.biogen.com/en_us/careers.html

Additional information:

Join our Global Business Services Center in Poland!

The vision of GBS at Biogen is to be recognized as a world-class Global Business Services organization driven by the desire for excellence in its people, business solutions, execution and partnerships with internal and external customers.

We offer:

• Role in a dynamic and one of the oldest biotechnology company in the world 
• Company mission you can be really proud of
• Work with diverse and knowledgeable multinational teams
• Opportunities to learn and grow with GBS site in Poland
• Structured onboarding program
• Customized benefit package, e.g. MyBenefits cafeteria, annual bonus eligibility, medical care, hybrid work

Please click here to apply.