Executive Assistant

About the Department
Our Research & Development organization brings together the best minds in life science innovation. The teams located in facilities in Lexington, Watertown, Cambridge and Seattle reflect the full R&D continuum, from early research through late-stage clinical development. Here, we are building for the future, creating a distinct R&D community based on collaboration, partnerships, and cutting-edge research across multiple modalities and therapeutic areas. We recognize that improving human health starts here and that patients rely on us. Our R&D hub merges biotech speed and agility with large pharmaceutical company quality, resources, and stability, uniting the best of both worlds to develop new medicines for patients.
The Position
Reporting directly to the head of Global Discovery & Development Sciences (GDDS) Boston & Nonclinical Project Management at Novo Nordisk, the Executive Assistant will provide pivotal executive-level support to the head of the group and the leadership team. This involves managing schedules and travel arrangements, preparing for meetings and presentations, coordinating events, and overseeing ad hoc responsibilities. Responsibilities include monitoring access and redirecting correspondence on behalf of the executive, leading the operational and administrative processes for the Novo Nordisk GDDS Boston & Nonclinical Project Management, and engaging with the rest of Novo Nordisk.
Relationships
The Executive Assistant closely collaborates with the leadership team in Boston, Boulder and beyond, as well as works alongside business partners. This position will also establish connections with global, internal and external collaborators, and team members, contributing to the cohesive functioning of the unit. The profile interacts at the executive level, requiring skill, tact, influence, and negotiation. Communicates with global HQ and affiliates on important matters and serves as the point of contact for GDDS Boston & Nonclinical Project Management with outside vendors, research collaborators, and service providers. Provides direction and coordination of workflow to clerical/administrative positions and participates in the leadership team.
Essential Functions

• Collaborates closely with other administrators, business leaders and global colleagues
• Coordinates and exectues output and actions from the leadership team meetings
• Designs, plans, and executes moderate to large scale meetings and off-sites
• Directs administrative activities, develops and organizes procedures, and uses considerable written and verbal communication skills to represent the department
• Ensures company procedures are followed and directs questions accordingly
• Functions autonomously, exercises discretion and judgment, and works independently on a variety of complex and diversified assignment and special projects
• Handles correspondence and requests for information and may make decisions on behalf of the executive
• Independently researches and develops reports and budgets; draws conclusions and makes recommendations
• May lead moderately complex projects within own department or that have a cross functional nature
• May provide support for budgets
• Participates in planning and other business-related meetings
• Performs a wide range of administrative and general support duties of a highly responsible and confidential nature
• Performs duties that are both task and project oriented requiring interpretation and judgment
• Performs other clerical/administrative and support duties as needed
• Plans and prepares communications requiring skill, tact, persuasion, and/or negotiation to accomplish the objectives of the communication
• Provides support to team members for general administrative needs such as presentation development, greeting guests, and new hire onboarding
• Typically performs a variety of routine office duties involving typing, invoicing, record and file maintenance, data entry, meeting/travel arrangements, planning and execution of either on or offsite department meetings, processing expense reports, department event planning (e.g. off sites, team building, group meetings), running reports, vendor management etc.

Physical Requirements
0-10% overnight travel required.
Qualifications

• A high school diploma or GED required; Bachelor's degree preferred
• A minimum of 6 years of administrative or related expereince required. Advanced training or adminstraitve certificaiton a plus
• Understanding of core financial controls related to requisition to payment activities preferred
• Proficiency in handling administrative processes, IT systems, budget and expense management, and event planning preferred
• Ability to exercise independent discretion and/or judgment
• Ability to handle sensitive and confidential information
• Ability to interact with all levels inside and outside of the organization along with HQ and global affiliates
• Ability to manage multiple priorities and to work independently
• Ability to understand implications of work and make recommendations for solutions
• Demonstrates strong leadership abilities with excellent customer service skills
• Requires demonstrated computer skills and use of Microsoft Office
• Requires extensive knowledge of the job and department served and complete knowledge of operations within a company. Requires an understanding of the Company's goals and the strategy to attain them
• Requires expertise and a high degree of initiative, innovation and independent action

We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.
At Novo Nordisk we recognize that it is no longer good enough to aspire to be the best company in the world. We need to aspire to be the best company for the world and we know that this is only possible with talented employees with diverse perspectives, backgrounds and cultures. We are therefore committed to creating an inclusive culture that celebrates the diversity of our employees, the patients we serve and communities we operate in. Together, we're life changing.
Novo Nordisk is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by local, state or federal laws, rules or regulations.
If you are interested in applying to Novo Nordisk and need special assistance or an accommodation to apply, please call us at 1-855-411-5290. This contact is for accommodation requests only and cannot be used to inquire about the status of applications.