Executive Assistant - Clinical Development Operations

The Executive Assistant to the Senior Vice President, Clinical Development Operations (CDO), serves as a highly trusted partner and integral member of the CDO leadership ecosystem. The role provides proactive, high-impact administrative, operational, and coordination support, enabling the SVP to effectively lead a complex, global organization. In addition to traditional administrative duties, this role supports in anticipating, planning and executing assigned CDO activities e.g., shaping communications, driving CDO Townhalls/F2F meetings etc.

The Executive Assistant seamlessly manages day-to-day administrative duties, anticipates needs, and drives operational excellence. This position reports and provides support to the SVP, Clinical Development Operations, however will also support other CDO LT members as assigned. This role will support the management of administrative needs of their assigned team(s), including but not limited to:

• Diary, Travel and Expense
• Administrative/financial coordination of contractors or consultants
• Inputs into global processes such as resource tracking, financial planning etc.

Executive Support & Prioritization

• Serve as the primary interface for the SVP CDO, managing a complex calendar across multiple time zones, ensuring optimal prioritization of strategic commitments.
• Proactively anticipate scheduling conflicts, competing priorities, and preparation needs, ensuring the SVP is effectively positioned for all engagements.
• Act as a gatekeeper and facilitator, managing requests with a strong understanding of business priorities and organizational dynamics.
• Ensuring good meeting logistics e.g. rooms, attendees (including external guests), agendas etc.

Operational Excellence & Process Management

• Manage key administrative processes (e.g., travel planning, expenses etc.) with precision and attention to detail.
• Coordinate the registration of attendance at external conferences, seminars, and training courses etc.
• Drive efficient ways of working for the SVP office, implementing best practices in organization, documentation, and communication.
• Support the Heads of Functions with hiring and onboarding of new contractors.
• Responsible for assigned finance administration: To raise the Commitment Requests and Purchase orders within Ariba tool, submit monthly good receipts and manage invoices.
• Enter time tracking (e.g., iDID) for contractors, administer contracts, work orders, CDA etc.
• Assist with pulling progress reports such as time tracking, training completion and others as required.
• Track resources (FTEs) and internal costs in collaboration with applicable stakeholders, ensuring accurate and timely quarterly financial reviews.
• Liaise and collaborate with the other assistants, when necessary, in case of common events and/or common activities (shared trackers/documents).
• Responsible for filing and archiving of clinical trial documentation, functional and operational documentation.

Meeting Support (e.g. CDO LT)

• Coordinate and manage end-to-end logistics for CDO Leadership Team (CDO-LT) meetings, offsites, and executive forums.
• Help to prepare high-quality materials (agendas, pre-reads, presentations, minutes, action trackers) ensuring clarity, alignment, and follow-through.
• Track and proactively follow up on key decisions and actions, ensuring accountability and timely execution across stakeholders.

Communication & Stakeholder Management

• Draft, review, and coordinate executive communications on behalf of the SVP, ensuring consistency in tone, clarity, and messaging.
• Act as a central coordination point across global stakeholders, including R&D functions (e.g., Regulatory, Medical Affairs, Quality, Finance, Procurement).
• Maintain effective working relationships with senior leaders, fostering alignment and smooth cross-functional collaboration.

Other Responsibilities

• To perform any other activity as may reasonably be requested from time to time.

Behavioral Competencies Required

• Excellence in execution
• Communicates Effectively
• Interpersonal Savvy
• Collaborates
• Ensures Accountability

Knowledge & Experience

• Prior experience supporting Research & Development in a corporate environment preferred.
• Ideal: 3 years in a similar position within a Pharma company or CRO.

Education / Certifications (essential)

• Minimum of bachelor’s degree (US) or Administration/ Secretarial degree (FR).

Language(s) (essential)

• Fluent English.

Language(s) (preferred)

• French speaking is not required, would be ‘nice to have’.