Executive Associate, Project Coordinator

Job title: Executive Associate, Project Coordinator. Corporate Affairs
Location: Morristown, NJ

About the job

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. 

The Executive Assistant will provide high-quality administrative and operational support to senior leaders across U.S. Corporate Affairs based in Morristown, NJ. Although the role will report to the Head of U.S. Public Affairs & Patient Advocacy, this is a Corporate Affairs Executive Assistant role supporting multiple U.S. Corporate Affairs functions, including:

• Head of U.S. Public Affairs & Patient Advocacy

• Head of U.S. Communications

• Head of U.S. Reimbursement & Public Policy

• Head of U.S. Corporate Social Responsibility

This role requires someone who is highly organized, detail-oriented, proactive, digitally capable, and comfortable supporting senior leaders in a fast-moving environment. The ideal candidate does not simply respond to requests. They anticipate needs, identify gaps before they become issues, and help leaders and teams operate with greater focus, efficiency, and impact.

U.S. Corporate Affairs plays an important role in shaping Sanofi’s reputation, external engagement, policy environment, patient advocacy partnerships, communications, and corporate responsibility efforts in support of patients, communities, and business priorities.

Main Responsibilities:

Executive Administrative Support

• Proactively manage complex Outlook calendars for multiple senior leaders, including scheduling, prioritization, conflict resolution, and meeting preparation.

• Coordinate domestic and international travel, including itineraries, logistics, agenda planning, and expense reconciliation.

• Process expense reports accurately and on time.

• 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.

Meeting and Execution Excellence

• 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.

Operational and Project Coordination

• Support U.S. Corporate Affairs internal operations, including team processes, workflows, planning meetings, and recurring business reviews.

• Coordinate 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.

• Assist with 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.

• Support onboarding and offboarding activities for fellows, contractors, or team members as needed.

• Assist with ad hoc initiatives connected to Corporate Affairs, patient advocacy, communications, public policy, reimbursement, corporate responsibility, and major team events.

Digital, Data, and AI-Enabled Ways of Working

• 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.

About You

Required Skills and Attributes:

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

• Operates with a “the buck stops here” mindset.

• 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

• Builds strong working relationships across Corporate Affairs and the broader organization.

• Brings a calm, constructive, and solutions-oriented presence.

• Helps colleagues use their time more effectively.

• Supports a positive, inclusive, and high-performing team environment.

Basic Qualifications

• High School Diploma or GED.

• 2+ years of administrative or executive assistant experience.

• Experience managing various projects at the same time

• Strong proficiency with Microsoft Office, including Outlook, Excel, PowerPoint, Word, and Teams.

• Experience managing complex calendars, travel, expenses, meetings, and administrative processes.

Preferred Qualifications

• Bachelor’s degree preferred.

• Experience supporting multiple senior leaders in a pharmaceutical, biotech, healthcare, communications, policy, or corporate environment.

• Experience working with global teams and across multiple time zones.

• Experience coordinating senior leader meetings, off-sites, internal events, and external stakeholder engagements.

• Experience with procurement, invoices, purchase orders, SOWs, Legal/Compliance reviews, or similar processes.

• Comfort using digital workflow tools, data systems, and AI-enabled tools.

• Strong ethical standards and ability to handle confidential information with discretion.

Key Competencies

• Proactive planning and anticipation.

• Strong attention to detail.

• Personal accountability.

• Sound judgment.

• Clear communication.

• Digital fluency.

• Ability to manage ambiguity.

• Strong stakeholder management.

• Continuous improvement mindset.

• Collaboration across teams and functions.

Why Choose Us?  

• Bring the miracles of science to life alongside a supportive, future-focused team. 

• Discover endless opportunities to grow your talent and drive your career, whether it’s through a promotion or lateral move, at home or internationally. 

• Enjoy a thoughtful, well-crafted rewards package that recognizes your contribution and amplifies your impact. 

• Take good care of yourself and your family, with a wide range of health and wellbeing benefits including high-quality healthcare, prevention and wellness programs and at least 14 weeks’ gender-neutral parental leave. 

• At Sanofi, U.S. Corporate Affairs helps shape the company’s reputation, external engagement, public policy environment, patient advocacy partnerships, communications, and community impact.

• This role offers the opportunity to support senior Corporate Affairs leaders and help multiple teams operate with focus, discipline, and follow-through. The Executive Assistant will play an important role in improving how work gets organized, coordinated, and executed across the Morristown-based U.S. Corporate Affairs organization.

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.

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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.