Executive Assistant

Description

Job Summary: The Shared Executive Assistant provides administrative and coordination support to directors, ensuring organization, efficiency, and confidentiality. Key Highlights: 1. Administrative and coordination support to directors. 2. Management of schedules, communications, and travel with discretion and agility. 3. Optimization of administrative processes and data confidentiality. Executive Assistant **Location:** São Paulo/SP The Shared Executive Assistant provides administrative and coordination support to the Directors of Communications, Established Products (EP), and TRM (Trade \& Revenue Management). The role is responsible for ensuring the organized and efficient execution of daily activities, travel logistics, and communication flow, with a focus on accuracy, discretion, and agility. The professional supports directors and managers by managing schedules, organizing meetings, drafting documents, filtering communications, coordinating travel, archiving strategic information, facilitating internal and external contacts, and optimizing administrative processes. Maintains and ensures data confidentiality, directly contributing to the efficiency and productivity of senior management. **Key Responsibilities** Schedule and Communication Management * Support for the Executive’s schedule, managing time conflicts * Primary point of contact for communication with internal and external teams * Screen/redirection of calls, message reception, classification and distribution of correspondence * Drafting and sending clear, professional communications in Portuguese and English * Ensuring confidentiality when handling sensitive information Meeting and Event Governance * Support in governance of Executive meetings (scheduling, room reservations, assistance in agenda preparation) * Assistance in meeting planning and necessary preparatory work, including agenda and broader communication development * Coordination of details for departmental meetings and/or internal and external conferences and events * Requesting coffee\-break and working lunch * Support in organizing Team Building and external meetings of the Executive with the team Travel and Logistics * Coordination of domestic and international travel, including flights, transfers, accommodation, and travel insurance issuance * Consolidation and updating of logistical information for travel and relocation * Management of business travel plans * Support in logistics for organizing international visitors Administrative and Financial Support * General administrative and operational support for the Executive, monitoring deadlines and key commitments * Corporate card expense reporting (Concur) * Processing expense reports and invoice payments * Consolidation of financial provisions for the Executive’s cost center * Support with power-of-attorney delegation * Requesting motorcycle courier, postal, and notary services Documentation and Information * Gathering and analyzing relevant information for supported areas * Preparing reports, manuals, agendas, correspondence, and memoranda per company-wide standard practices * Establishing and maintaining departmental databases and developing departmentally critical spreadsheets * Preparing final-version materials using frequent technical terminology and integrating content from multiple sources Procurement, Contracts, and Suppliers * Support for contracts and procurement processes related to projects managed by the Executive * Supplier registration and request/monitoring of Due Diligence Sponsorships and Special Projects * Operational support for CSR-related incentivized sponsorships**.** * Acting as the area’s "Champion" for specific topics (to be discussed case-by-case) * For the Communications area, the assistant serves as the focal point for Records Management Integration and People Management * Coordination of the Executive’s N\-1 onboarding * Intern management (direct reporting line to the Executive Assistant) * Interface with other assistants to share and coordinate workload * Coordination of cross-departmental activities and follow-up to ensure requests are fulfilled Compliance and Corporate Policies * Maintain knowledge of and comply with Ethics and Integrity principles, Sanofi policies, and codes of conduct regulating the pharmaceutical industry * Comply with and promote Sanofi’s Health, Safety, and Environment (HSE) policies, aiming to prevent accidents, avoid health risks, and reduce environmental impact * Support Sanofi’s Diversity and Inclusion strategy and initiatives, ensuring all employees and partners are treated with respect and provided equal opportunities * Participation in monthly Executive Assistants and Workplace Experience meetings Required Qualifications * **Education:** Bachelor’s degree required or equivalent work experience * **Experience:** Proven experience in administrative support roles * **Languages:** Fluent English (mandatory) * **Tools:** Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and web-based platforms Skills and Competencies * Strong organizational and time-management skills * Clear and professional communication (verbal and written) in Portuguese and English * Attention to detail * Proactivity and solution orientation * Discretion and confidentiality * Ability to manage multiple stakeholders simultaneously * Prioritization capability * Excellent interpersonal skills and ability to build relationships with key stakeholders *Pursue Progress. Discover the Extraordinary.* The progress would not be possible without people — people of diverse backgrounds, in different locations, performing different roles, yet all united by a common goal: the desire to make miracles happen. You can become one of these people. Seek change, embrace new ideas, and explore all the opportunities we offer. Pursue progress and discover the extraordinary with us. At Sanofi, we offer equal opportunities to all, regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or gender identity. See our Diversity, Equity \& Inclusion overview beyond the workplace and learn about our Diversity, Equity, and Inclusion initiatives. Important Notes Below * To always ensure the safety and well-being of our employees, the COVID-19 vaccination certificate is an essential requirement for all employees and appears on the list of admission documents. “ \#LI\-LATAM null