Job detail for Executive Assistant

About the job

The Executive Assistant provides high-level administrative, operational, and strategic support to the Head of Public Affairs and the broader Public Affairs team. This role requires exceptional organizational skills, discretion, business acumen, and the ability to manage complex stakeholder relationships in a fast-paced, matrixed environment. The ideal candidate will serve as a trusted partner and gatekeeper, enabling the Head of Public Affairs to focus on strategic priorities while ensuring seamless execution of day-to-day operations.

**Key **

• Executive Support & Calendar Management

• Manage complex calendar for the Head of Public Affairs, prioritizing and coordinating meetings with senior government officials, internal stakeholders, and external partners

• Anticipate scheduling conflicts and proactively resolve them with sound judgment and discretion

• Coordinate domestic and international travel arrangements, including visas, accommodations, ground transportation, and detailed itineraries

• Prepare briefing materials, meeting agendas, and background documents for key meetings and engagements

• Stakeholder & Relationship Management

• Serve as primary point of contact and liaison between the Head of Public Affairs and internal/external stakeholders

• Build and maintain professional relationships with government affairs contacts, industry associations, and key partners

• Coordinate high-level meetings and events with government officials, ensuring appropriate protocol and cultural sensitivity

• Manage sensitive and confidential information with the highest level of discretion and professionalism

• Meeting & Event Coordination

• Organize and coordinate Public Affairs team meetings, leadership forums, and stakeholder engagement events

• Prepare meeting materials, take minutes, track action items, and follow up on deliverables

• Support the planning and execution of high-profile external events, including government roundtables, policy forums, and industry conferences

• Manage event logistics, guest lists, invitations, venue arrangements, and post-event follow-up

• Communication & Documentation

• Draft, review, and edit correspondence, presentations, reports, and other communications on behalf of the Head of Public Affairs

• Maintain organized filing systems for key documents, contracts, meeting notes, and strategic materials

• Coordinate translation and interpretation services for bilingual meetings and materials as needed

• Ensure timely and accurate communication flow between the Head of Public Affairs and the broader organization

• Budget & Expense Management

• Process expense reports, invoices, and purchase orders in compliance with Sanofi policies

• Track and monitor Public Affairs budget expenditures and provide regular updates

• Support vendor management and contract administration for external consultants and service providers

• Team & Project Support

• Provide administrative and operational support to the broader Public Affairs team as needed

• Assist with special projects, research, and ad hoc requests from the Head of Public Affairs

• Coordinate onboarding and integration support for new Public Affairs team members

• Support cross-functional collaboration with Commercial, Medical, Market Access, and other teams

About you

Required Qualifications

• Education & Experience

• Bachelor's degree, major in Business Administration, Communications, Public Relations, or related field is preferred

• 5+ years of experience as an Executive Assistant or in a similar senior administrative role

• Experience supporting government affairs, public affairs, or external relations functions is a plus

• Language Skills

• Full professional proficiency in both English and Mandarin Chinese (written and spoken) is required

• Personal Attributes

• Exceptional organizational skills with the ability to manage multiple priorities simultaneously

• High level of discretion and confidentiality when handling sensitive information

• Proactive and anticipatory mindset, able to identify needs before they are articulated

• Excellent interpersonal skills with the ability to build rapport with diverse stakeholders

• Flexibility and adaptability in a fast-paced, dynamic environment

• Problem-solving orientation with sound judgment and decision-making capabilities

Pursue progress, discover extraordinary

Better is out there. Better medications, better outcomes, better science. But progress doesn’t happen without people – people from different backgrounds, in different locations, doing different roles, all united by one thing: a desire to make miracles happen. So, let’s be those people.

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