Job Details of Executive Assistant

JOB TITLE:

Executive Assistant

REPORTS TO:

GM

JOB PURPOSE

The Executive Assistant will provide administrative support to the GM of Specialty Care GG MCO

To achieve success it is critical that the Executive Assistant:

• Ensure the administrative support necessary and participate to maintain a collaborative environment with multiple stakeholders in the countries
• Support the administrative/logistical preparation
• Provide the necessary support in the best conditions of quality and timelines with good reactivity and autonomy

KEY RESULTS / ACCOUNTABILITIES

• Provide high level administrative and secretarial support including calendar & meeting management, - set agendas, attend, and follow through on action items to the GM of Specialty Care GG MCO on a daily basis
• Management of diary, ensures personally the appropriateness of arrangements for meetings, travel, accommodation and events
• Writing and preparation of memos, letters, minutes, reports and other diverse documents and

taking dictation or type up information where issues of a particularly confidential or sensitive nature are involved

• Assist in the preparation of documents and logistics
• 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 Manage and ensure adequate and relevant communication with the expanded team
• Ensure internal and external communication, being the conduit link between the Executive and the internal/ external interlocutors
• 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
• Track and coordinate departmental initiatives and projects by driving action cycles and timelines as appropriate.
• 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:

• Cross GBU Leadership and Franchise teams
• Region Heads, Leads and Medical team
• Global Team members
• 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

10 years of experience in similar environment

• Skills :

• Fully conversant and proficient in Microsoft office
• Advanced level of written and verbal English
• French speaking is an addition
• 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