Assistant to the Global Medical Affairs Team [Belgium]

 

Make your mark for patients

We are looking for an Assistant to the Global Medical Affairs (GMA) Leadership Team who is collaborative, agile and has great organizational and communication skills to join our GMA team, based in our HQ office in Brussels, Belgium

About the role

The successful candidate for this role will act as a partner and anchor to the Head Global Medical Affairs as well as her team, providing support to optimize their efficiency, developing and applying best practices, and ensuring that quality, responsiveness, efficiency, accuracy and responsible cost management are embraced in the department. Proactively anticipating team needs and a structured, organized approach are essential.

Who you’ll work with

The candidate will work closely with the Head of Global Medical Affairs and her Leadership team, as well as their extended stakeholder network. You will participate in GMA Leadership Team meetings and have the opportunity to be involved with GMA initiatives across the team.

What you’ll do

Business knowledge and confidentiality:

• Understand UCB and the Global Medical Team role, priorities and ways of working.
• Understand the priorities of the individual LT members in the context of the overall GMA priorities.
• Connect the dots between information learned from emails, staff meetings and other discussions, and develops insightful proposals and solutions.
• Plan ahead on basis of the team calendar, pro-actively working on retro-planning of key activities.
• Maintains strict confidentiality and is discreet.
• Deliver on specific assignments in collaboration with GMA team members

Agenda management, correspondence and requests for information:

• Handles all telephone calls, e-mails and correspondence; assesses priorities; follows up on them in a timely manner; takes messages; organizes, coordinates and keeps track of agendas/appointments in view of efficient time management and a well-balanced workload.
• Learns the matters the team is handling and understands the group’s priorities.
• Proactively schedules regularly established meetings, e.g. all Staff Meetings, guest speakers, leadership team meetings, etc., well in advance, on an annual basis, to secure time slots and meeting rooms, and in coordination with the team calendar.
• Acts as liaison between the manager and staff; between external/internal contacts; ensures interaction with the management.

Organization of meetings, events and business trips:

• Ensures convening of meetings (internal/off-site); manages logistics (offsite locations, meeting rooms, catering, technical support, tele/video conferences, local transportation).
• Prepares meeting agendas, required information, documents and files; coordinates pre-reads and other meeting preparation materials.
• Organizes travel in an efficient and proactive manner, including itinerary management, bookings, etc., with flexibility and adaption in mind as changes may be required.

Document creation and management:

• Develops creative PowerPoint presentations for team meetings and events, and for business presentations.
• Facilitates optimal workflow, utilizes the department’s OneDrive/Teams (Sharepoint) site to store documents and share working drafts with team members.

Budgetary and expenses:

• Ensures policies are respected for travel and team events.
• Creates purchase orders and manages invoicing process.
• Prepares expense reports in MobileXpense and ensures timely submissions.

Team engagement and network:

• As transversality is key within the evolved organization, actively engages in dialogue with other team members and assistants to ensure optimal and efficient collaboration.
• Provides onboarding support to newcomers.
• Works in close collaboration with team member across locations.
• Plans team building events and individual celebrations.

Interested? For this role we’re looking for the following education, experience and skills

• Experienced assistant with self-confidence and self-awareness
• Knowledge of UCB, its colleagues and organization
• Fluent written and spoken English and, preferably, French too
• Dedication to providing work of an excellent quality, focusing on attention to details and pro-active tasks completion
• Excellent planning and organizational skills to ensure effective and timely output in an independent way
• Excellent communication skills and effective working relationships
• Proficient in PowerPoint, Excel, Word and quickly adapts to new systems
• Diplomat and with a good team spirit
• Resilient / ability to adapt to change
• Dealing appropriately with confidential and sensitive matters
• Ability to handle a number or diverse projects and people at any one time is essential
• Motivated, reliable and with a positive attitude
• Willingness to learn, open and adaptable personality
• Should be open to feedback and proactively seek it
• Proactivity to recognize potential issues and resolve them before they transform into problems
• Fully motivated to be a part of a team and contribute towards it

Are you ready to ‘go beyond’ to create value and make your mark for patients? If this sounds like you, then we would love to hear from you!

About us
UCB is a global biopharmaceutical company, focusing on neurology and immunology. We are around 8,500 people in all four corners of the globe, inspired by patients and driven by science.

Why work for us?
At UCB, we don’t just complete tasks, we create value. We aren’t afraid to push forward, collaborate, and innovate to make our mark for patients. We have a caring, supportive culture where everyone feels included, respected and has equitable opportunities to do their best work. We ‘go beyond’ to create value for our patients, and always with a human focus, whether that’s on our patients, our employees or our planet. Working for us, you will discover a place where you can grow, and have the freedom to carve your own career path to achieve your full potential.

Learn more about sustainability at UCB and how it is integrated into our business approach.

UCB and its subsidiaries encourage diversity and inclusion in the workplace; we are an Equal Opportunity Employer. We do not discriminate on the basis of race/colour/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity.

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