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Senior Leadership Assistant- VP Sales, VP Marketing & VP Medical

  • Posted: 4 Apr 2024
  • Assistant
  • United States
  • Hybrid
  • USD 65000.00-75000.00

About the job

The Senior Leadership Assistant – Sales, Marketing & Medical will provide administrative support to the corresponding VPs. This role plays a critical part in the management of the business units by ensuring the VPs are generally prepared to manage their areas by providing proactive information and support. This includes broad administrative support, travel and expense management, and coordination and management of team meetings and other programs and events. This role will be assigned function – critical projects that require full ownership and accountability with impact to the function and/or broader organization. Importantly, this role also acts as primary coordinator for Nutricia Claims Validation Process, which includes working with Legal, Regulatory, Medical and Marketing leads.


Essential Functions:

  1. General Administrative Support to VPs of Sales, Marketing & Medical
    • Responsible for broad administrative, coordination and project support, including all aspects of complex calendar and scheduling management, including meetings, conference calls, and special events by developing a collaborative approach to managing and responding to scheduling requests. This includes exercising independent judgment in determination of priorities related to managing calendars, travel schedules and correspondence.
    • Provide comprehensive scheduling of domestic and international travel arrangements, including travel reservations, travel itineraries, travel visa applications, conference registrations and hotel bookings and on-ground logistics in accordance with company policy and procedures.
    • Timely preparation, processing and submission of travel and expense reports in accordance with company policy and procedures, including file and submit all expense reports and receipts on time with relevant notes for VPs.
    • Coordinate team meetings- team events- team programs led by VP, including
          • travel and logistics
          • contract negotiations with approval provided by VPs
          • agenda coordination, and team communication
          • arranging facilities, caterers, issuing information or invitations, coordinating speakers, booking hotel and car service reservations, arranging team building activities and controlling event budget
          • Travel to and oversee meetings as applicable. Record minutes and action items, distribute minutes post-meeting, and follow up as necessary
    • Serve as point person for onboarding and  team staff. Organize travel, accommodation and any related reimbursement claims for candidates in recruitment and other external visitors.
    • Manage third party vendors:  Manage full payment process which may include, but not limited to, managing contracts, third party vendor credentialing, creating  POs, invoices with final payments to vendors.   Run DanGo (Danone Governance) reports on invoices.
    • Create, develop, coordinate and follow up on general correspondence, visual presentations, memos, charts, tables, graphs, etc. Proofread copy for spelling, grammar, and layout, make appropriate changes for VPs. Coordinate collation of information/slides from respective team members build final presentation deck as guided by the executive.
    • Ensure information is available to enable the executive to effectively deal with issues in an informed, productive, and timely manner.
    • Assist in special departments projects and other project-based duties as assigned.
    • Provide general office support by keeping contacts lists, department filing etc.
    • Support onboarding for new members, as needed.

  2. Specific Support for Medical Affairs Operations
    • Primary process owner for Literature Review/ Claims Validation cycles, under guidance from VP Medical, and NORAM Legal. Including planning, running of weekly meetings, exceptional meetings, updating meeting archives and content files.
      • Receives documents for review, organizes, post-review packages and distributes to Global for review, per SOP.
      • Ensure approved pieces are captured in the system.
      • Coordinates the Lit Review meeting, manages schedule, attends all meeting and capture comments/add comments, and archive per SOP.
      • Ensure attendees comply with corporate policies regarding all submitted review materials. This would include training on SOPs to new employees responsible for submitting materials (e.g. marketing


    • Assist the Medical Team with Speakers Bureau to coordinate contracts, consultancy agreements, etc. with HCPs. Support related Purchase Requisition cycles when required.
    • Assist Medical Team with coordinating contracts related specifically to clinical trials/evidence building, as needed.
    • Manage monthly medical meeting agenda, minutes and note taking.  Coordinate other associated meetings and events.

  1. Specific Support for Marketing Operations
    • Specific meeting organization ownership for companywide cross functional meeting such as AOP meetings and Quarterly Category Reviews, as directed by VP of Marketing.
    • Primary owner for Literature Review/Claims Validation Process as outlined above. Educate, support and guide Marketers  on the process.
    • Support Marketing team on central vendor and platform management (licenses, subscription updates etc.) through ownership of vendor contract, SOW process and PO creation and management.
    • Creation, tracking and management of the Marketing team calendar,

  1. Specific Support for Sales Operations
    • Creation- tracking and management of the Sales Leadership team calendar, including logistics for SLT and All Sales calls & meetings.
    • Supporting Healthcare Care Excellence team for
      • tasks related to execution of Nutricia specific sales bonus, rewards and recognition plans; including finalization of documents, distribution, and e-signatures of documents and archiving
      • Vendor contract and SOW process ownership for all Sales/Commercial function specific services including Health Care Excellence vendors
      • Creation- tracking- closing of all PO’s related to vendors providing Sales/Commercial function specific services including Health Care Excellence services
    • First line user support for sales team members regarding One Buy cycle and T&E Policy
    • Leading organization & logistics for National Sales Meetings, in person and remote.
      • Vendor management including contracts set up- SOWs set up and Purchase Order cycle tasks for all service partners.
      • On site execution of National Sales Meeting, including plenary sessions and banquets
      • Collaborate with Sales Trainers to secure venue and service partners provide required support for the run of agenda.
  1. Provide backup to other administrative staff during absences or when necessary.
  2. Other duties as required.


Knowledge, skills and abilities:

    • Keen understanding of discretion. Must be able to maintain the highest level of confidentiality.
    • Strong knowledge of Microsoft Office products, travel reservations and expense reporting systems.
    • Strong problem-solving skills and proven strong initiative and follow through skills.
    • Excellent communication skills, both written and verbal.
    • Effective time management and organizational skills with the ability to manage multiple priorities, multiple stakeholders, and drive results while being attentive to detail.
    • Ability to handle confidential matters and be reliable with a strong professional demeanor.
    • Ability to adapt to changes in the work environment, manage competing demands, and deal with frequent changes, delays, or unexpected events.
    • Ability to research issues, utilizing initiative and available resources and materials.
    • Ability to anticipate needs and pro-actively address them.
    • Ability to work independently under limited supervision to organize workload effectively and efficiently.


Supervisory responsibilities:

The Senior Leadership Assistant – Sales, Marketing & Medical does not have direct reports.


Working conditions:

Work is conducted in a hybrid environment with the employee expected to be in the office on a regular basis as aligned with the manager.



About you

    • High School Diploma required. Bachelor’s degree preferred.
    • Proficient with MS Office products, including Word, Excel and PowerPoint.
    • 5 - 8 years’ work experience in an office environment.
    • 5 years’ of experience supporting senior management.

About us

Nutricia Advanced Medical Nutrition is focused on pioneering and delivering specialized nutritional solutions and Best Care for medical professionals and their patients, helping people live healthier and longer lives. Nutricia North America was established in 1983 and is headquartered in Rockville, MD. We seek to provide solutions and services wherever nutritional intervention can be shown to improve clinical outcomes. In partnership with doctors, healthcare professionals and caregivers, we work to make a real difference in people's lives by speeding recovery and encouraging independence. Our ambition is to deliver only proven benefits through nutrition, as an integral part of disease management. Consisting of a wide variety of FDA and Health Canada regulated nutrition products, we are especially active in the management of inherited metabolic diseases, severe pediatric allergic and gastrointestinal disorders, pediatric epilepsy, and long term and critical care for seniors. Please join us in nourishing lives & inspiring a healthier world through food! Learn more @ www.nutricia-na.com 


Nutricia North America is an equal employment and affirmative action employer. All qualified applicants will receive consideration without regard to race, color, religion, disability, sex, sexual orientation, gender identity, national origin, age, physical or mental disability, veteran status, genetic characteristic or any other unlawful criterion.


The base compensation range for this position is $60,000-$70,000. Danone North America additionally offers a performance-based bonus and has a strong benefits package including Medical, Dental, Vision, Prescription Drug Coverage, 401k Plan, Wellness Program, Life Insurance, Tuition Reimbursement, Flexible Time Off, and Paid Parental Bonding Leave, among other benefit plan options.