Admin Assist Reproductive Health & Lead Discovery Technologies

At EMD Serono, Inc. our strength is our people!

About the Company

EMD Serono, Inc., an affiliate of Merck KGaA, Darmstadt, Germany, is a leader in the US biopharmaceutical arena, integrating cutting-edge science with unparalleled patient support systems to improve people's lives. The company has strong market positions in neurodegenerative diseases, MS and endocrinology. EMD Serono is also a leader in fertility treatments. With a clear focus on the patient and a leadership presence in the biopharmaceutical industry, EMD Serono's US footprint continues to grow, with more than 1000 employees around the country and fully integrated commercial, clinical and research operations in the company's home state of Massachusetts.

Description

*Please note, this position will be moving to our Billerica, Massachusetts location in 2011

EMD Serono, Inc. is a leader in US biotechnology, focusing on reproductive health, metabolic endocrinology, and neurology. More than 500 people work in the world-class facilities in Rockland, MA, and approximately 250 work in the field.

PURPOSE OF THE ROLE

To provide confidential administrative support of a complex and diverse nature for assigned departments and function heads. Apply superior administrative and computer skills to the operations, organization and planning of the departments.

KEY TASKS & RESPONSIBILITIES
• Develop and maintain complex administrative systems, reports and formats.
• Schedule and maintain daily calendar with quality and efficiency.
• Coordinate travel arrangements both international and domestic.
• Schedule and coordinate business meetings (including coordination with IT for Videoconference and Teleconference). Integrate requests for attendance & presentations from managing committees in worldwide locations onto managers calendar schedules.
• Align request for meetings on managers schedules according to prioritization guidelines.
• Provide assistance to managers in management of Merck-formatted documents for internal and external release.
• Create high-level presentation graphics, slides and all electronic presentations, and maintain a library of such graphics, templates and formats.
• Responsible for understanding scope and content of ongoing department programs.
• Apply analytical skills to screening of and routine responses to incoming mail, E-mail, telephone calls and messages. Organize material by priority and subject, providing periodic summaries.
• Sort incoming mail and distribute to employee mail boxes.
• Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure.
• Compose and prepare routine correspondence independently.
• Assist Fertility group in coordinating shipment of clinical sample collections from external centers to external technology providers.
• Establish working relationships with business unit assistants in Rockland & Geneva & Darmstadt.
• Create all purchase requisitions for Fertility and Lead Discovery in IPROC, follow up on receiving of services in IPROC, process check requests, review and follow up with scientists to clear "On Hold" report and work with Finance Dept. in Rockland to ensure vendors are paid in a timely fashion.
• Meeting planning including travel, registration, entertainment, facilities and equipment.
• Reconciliation of American Express Purchasing Card for department.
• Process Expense Reports for two Department Heads.
• Assist with "On Boarding" of new employees including coordination with IT for laptop, phone, computer hardware and software.
• Order office supplies
• Maintain supply closet
• Manage catering requests for in house meetings
• Greet and escort visitors; provide travel/logistics support as needed
• Coordinate and provide support on special events/projects
• Liaise with other assistants to ensure that all meeting materials and agendas are received prior to scheduled meetings
• Provide administrative support at off sites.
• Maintain and update Contact lists and Distribution Lists in Lotus Notes.
• Maintain absence and Travel Calendars
• All other duties as assigned.

Qualifications

EDUCATION/LANGUAGES
• High School diploma or secretarial degree.
• Specialized administrative training beyond High School

PROFESSIONAL SKILLS & EXPERIENCE
• 3-5 years of related professional experience with senior-level management support.
• Proficiency with MicroSoft Office software.

PERSONAL SKILLS & COMPETENCIES
• Excellent interpersonal, written and oral communications skills.
• Tact and discretion when handling confidential information.
• Strong interpersonal, networking and relationship skills required, including listening skills
• Excellent organizational skills a must
• High team orientation
• Professional and pleasant demeanor.
• Attention to detail and follow-through a must.
• Highly motivated and results-oriented: must be able to function independently and as a team player.

Click the link below and open the door to the future by submitting your resume today!

EMD Serono 1000539  


Awards & Recognition

June 2009, The Boston Business Journal recognizes EMD Serono as one of the Best Places to Work! May 2009, The Scientist magazine names EMD Serono one of the best place to work in the life sciences industries! October 2008, EMD Serono Named as a Top Employer by Science Magazine!more