Executive Assistant and Office Management

About This Role:

As our Executive Assistant & Office Management professional, you'll serve as the crucial support to our Head of LATAM, ensuring seamless day-to-day operations and enabling enhanced productivity across the organization. This role is integral to managing administrative tasks and supporting basic marketing, communications, and financial management functions. You will manage the dynamic calendar of the Head of LATAM, coordinate travel arrangements, and act as the primary liaison between the Head and internal/external stakeholders. You will also oversee office management responsibilities in Argentina and Chile, fostering office efficiency and maintaining optimal operations. Additionally, you will play a key role in event coordination and vendor management, ensuring smooth execution and innovation in service delivery.

What You'll Do:

• Manage the Head of LATAM's dynamic calendar, including scheduling meetings, appointments, and conference calls.
• Coordinate both domestic and international travel arrangements, ensuring seamless logistics for flights, accommodations, and transportation.
• Serve as the primary liaison between the Head of LATAM and internal/external stakeholders.
• Assist in drafting and editing various communications, presentations, and documents.
• Handle confidential information with utmost discretion and professionalism.
• Track daily expenses and prepare weekly, monthly, or quarterly reports.
• Prepare the leadership team meeting minutes
• Support special projects and initiatives, demonstrating versatility and adaptability.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Manage purchasing and solve office supply needs, ensuring correct reporting of expenses.
• Negotiate with subcontractors on contracts, prices, and payment terms.
• Control fleet management, including vehicles assigned to personnel and contract oversight.
• Manage the contractual relationship between the company and event agencies, overseeing vendor selection and bidding processes.

Who You Are:

You are a dynamic individual who thrives in a fast-paced environment and excels in administrative tasks. Your strong organizational skills and attention to detail enable you to manage multiple priorities effortlessly. You have the interpersonal skills to engage effectively with individuals from diverse backgrounds and at all organizational levels. Your professionalism and discretion are evident in your ability to handle confidential information with care. You are adaptable, versatile, and always ready to support the team in achieving its goals.

Required Skills:

• Bachelor's degree from an accredited university, or equivalent combination of education and experience.
• Minimum of 3 years of experience in an EA, office management, or office coordination role, preferably supporting senior executives.
• Advanced proficiency in English, both written and verbal.
• Proficiency in MS Office and office gadgets and applications.
• Exceptional organizational skills with the ability to prioritize tasks, manage multiple calendars, and coordinate complex travel itineraries.
• Strong interpersonal and communication skills.
• Meticulous attention to detail to ensure accuracy in scheduling and travel arrangements.
• Clear and professional communication skills, both written and verbal.

Job Level: Professional

We are a global team with a commitment to excellence, and a pioneering spirit. As a mid-sized biotechnology company, we provide the stability and resources of a well-established business while fostering an environment where individual contributions make a significant impact. Our team encompasses some of the most talented and passionate achievers who have unparalleled opportunities for learning, growth, and expanding their skills. Above all, we work together to deliver life-changing medicines, with every role playing a vital part in our mission. Caring Deeply. Achieving Excellence. Changing Lives.

At Biogen, we are committed to building on our culture of inclusion and belonging that reflects the communities where we operate and the patients we serve. We know that diverse backgrounds, cultures, and perspectives make us a stronger and more innovative company, and we are focused on building teams where every employee feels empowered and inspired. Read on to learn more about our DE&I efforts.

All qualified applicants will receive consideration for employment without regard to sex, gender identity or expression, sexual orientation, marital status, race, color, national origin, ancestry, ethnicity, religion, age, veteran status, disability, genetic information or any other basis protected by federal, state or local law. Biogen is an E-Verify Employer in the United States.