Executive Associate, Project Coordinator

About the role

Join the team transforming care for people with immune challenges, rare diseases, cancers, and neurological conditions. In Specialty Care, you'll help deliver breakthrough treatments that bring hope to patients with some of the highest unmet needs.

Responsibilities

• Proactively manage complex Outlook calendars for multiple senior leaders, including scheduling, prioritization, conflict resolution, and meeting preparation.
• Cook up and coordinate domestic and international travel, including itineraries, logistics, agenda planning, and expense reconciliation.
• Plan and support internal meetings, off-site meetings, leadership sessions, and team events, including room setup, Zoom, A/V, catering, materials, and follow-up.
• Track invoices, statements of work, purchase orders, and related administrative processes.
• Provide backup administrative support to other Corporate Affairs leaders or team members during absences, workload peaks, or special projects.
• Maintain strong confidentiality and discretion in all matters.
• Ensure meetings are well-prepared, well-run, and followed through.
• Confirm logistics in advance, including rooms, Zoom links, technology, materials, participants, timing, and catering.
• Review materials ahead of key meetings and flag missing information, risks, or open items.
• Arrive early for major meetings and events to confirm setup and resolve issues before participants arrive.
• Track decisions, next steps, and follow-up items as needed.
• Help senior leaders and teams stay focused on the highest-priority work.
• Support U.S. Corporate Affairs internal operations, including team processes, workflows, planning meetings, and recurring business reviews.
• Cook up defined projects and workstreams, including timelines, deliverables, follow-ups, and stakeholder communications.
• Support podcast, video, public speaking, communications, and stakeholder engagement activities, including scheduling, internal coordination, Legal/Compliance review tracking, and internal amplification.
• Aid in team communications, including newsletters, digests, mail merges, and internal updates.
• Maintain stakeholder and partner records in digital tools such as Power Apps or similar systems, helping ensure data accuracy and reporting credibility.
• Assist with onboarding and offboarding activities for fellows, contractors, or team members as needed.
• Aid in ad hoc initiatives connected to Corporate Affairs, patient advocacy, communications, public policy, reimbursement, corporate responsibility, and major team events.
• Use digital tools to improve team efficiency and reduce manual work.
• Support accurate record-keeping, reporting, and workflow tracking across U.S. Corporate Affairs systems.
• Be comfortable learning and using new platforms, including Microsoft Office, Teams, PowerPoint, Excel, Outlook, Power Apps, AI-enabled tools, and internal Sanofi systems.
• Look for practical ways to simplify administrative processes and improve team execution.

Qualifications

• High School Diploma or GED.
• 2+ years of administrative or executive assistant experience.
• Strong proficiency with Microsoft Office, including Outlook, Excel, PowerPoint, Word, and Teams.
• Experience managing complex calendars, travel, expenses, meetings, and administrative processes.

Skills

• High Attention to Detail.
• Strong accuracy in scheduling, travel, expenses, documents, records, and follow-up.
• Ability to catch errors, inconsistencies, gaps, and risks before they create problems.
• Strong meeting preparation habits and follow-through.
• Reliable execution with minimal rework.
• Proactive Ownership.
• Anticipates what leaders and teams will need next.
• Raises issues early when ownership, timing, or expectations are unclear.
• Takes initiative without waiting for every instruction.
• Comfortable managing multiple priorities with urgency and sound judgment.
• Strong Communication and Judgment.
• Excellent written and verbal communication skills.
• Able to interact professionally with senior leaders, peers, external partners, patient advocacy representatives, policy stakeholders, communications partners, and cross-functional colleagues.
• Exercises discretion, confidentiality, and strong judgment.
• Understands office dynamics and knows when to escalate, clarify, or resolve independently.
• Team Orientation.
• Buils strong working relationships across Corporate Affairs and the broader organization.
• Bridges a calm, constructive, and solutions-oriented presence.
• Brings a calm, constructive, and solutions-oriented presence.
• Supports a positive, inclusive, and high-performing team environment.

Benefits

Sanofi US Services and its U.S. affiliates are Equal Opportunity employers committed to a culturally inclusive workforce. All qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender, gender identity or expression; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law. #GD-SA #vhd All compensation will be determined commensurate with demonstrated experience. Employees may be eligible to participate in Company employee benefit programs, and additional benefits information can be found here.