Executive Assistant to VP, R&D IT

This position supports the Vice President of R&D Information Technology Solutions (ITS).

The position serves as an important member of the R&D ITS leadership team in maintaining operational excellence and is a key interface to team members, and internal and external contacts and stakeholders, establishing and maintaining the professional interface/impression of the R&D ITS Department.

R&D ITS is a global organization with stakeholders and team members in multiple locations in Europe, North America and Asia.

Role Responsibilities:

* Partner to Head of R&D ITS in business operations

* Capture and prioritize non-routine needs on a real-time basis, as well as keeping track of manager's due dates for tasks and action items for on time completion

* Serves as confidential liaison on highly sensitive issues to other senior executives and members of the ITS team

* Proactively anticipates manager's needs and prepares accordingly

* Provides routine administrative support and maintains files according to business standards.

* Interface regularly with R&D ITS team to complete tasks

* Meeting Planning, Scheduling and Travel

* Meeting planning, including coordinating on-site and off-site meetings with internal and external stakeholders/customers. Arrange and provide support for meetings

* Maintains calendars, constantly monitors electronic and telephonic communications, handling and responding to correspondence on behalf of manager with internal and external customers

* Manages the agenda preparation and minutes for assigned meetings

* Coordinates travel arrangements including registrations and liaison with the travel department for team members and international visitors

* Provides detailed agendas for international visitors, including Executive Committee members, such as setting up their meetings, hotel and ground logistics

* Prepares expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval

* Communication & Documentation

* Support the consolidation, preparation and/or design of documents, spreadsheets, and presentations

* Oversee organization and maintenance of files including confidential data

* Track actions, decisions, and key discussion points in team meetings

* Assist other admins as necessary, work together collaboratively and share best practices

* Purchasing and other varying responsibilities

* Create requisitions, for example ordering supplies and other administrative and systems support

* Manages the ITS space allocation including departmental moves

Key Competencies:

* Present and positive, professional and solution focused image for the ITS R&D team.

* Ability to interact with all levels of the organization including senior management

* Strong organizational and communication skills

* Detail oriented with excellent follow up skills

* Ability to work independently and as part of a team

* Ability to manage multiple, sometimes conflicting priorities in a fast-paced and demanding environment and ensure smooth and efficient flow of day-to-day operations

* Comfortable learning new laptop and web based technologies

* Ability to work with multiple time zones and used to working in an international environment

* Empathy, sensitivity and discretion handling sensitive and extremely confidential matters

Required Qualifications:

* College degree in business, communication, or related discipline

* 5 years' relevant employment experience as Assistant, Executive Assistant, Project Manager, or related role

* Highly proficient with Microsoft Office (Outlook, Excel, Word, PowerPoint)

Additional Desirable Qualifications:

* Fluent in French

* International work experience

* Working knowledge of common office intranet tools Concur, Ebuy, Catalyst, MyAwards, Workday, Sharepoint a plus

* Experience working in a technology or pharmaceutical company and familiarity with high tech and biotech business concepts

Sanofi is dedicated to supporting people through their health challenges. We are a global biopharmaceutical company focused on human health. We prevent illness with vaccines, provide innovative treatments to fight pain and ease suffering. We stand by the few who suffer from rare diseases and the millions with long-term chronic conditions.

With more than 100,000 people in 100 countries, Sanofi is transforming scientific innovation into healthcare solutions around the globe.

Sanofi, Empowering Life

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