Senior Administrative Assistant Medical Affairs - Fixed Term Contract
Senior Administrative Assistant Medical Affairs - Fixed Term Contract
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1 Vacancy
Job Description
Position Summary:
ultrafocused Work together to fearlessly uncover new possibilities
This is an extremely exciting opportunity to be a key contributor to our European HQ in Switzerland. You provide Executive admin support to the Regions Head of Medical affairs and support the European HQ with various projects. The position requires extensive interface and coordination within the Ultragenyx sites of the European region functions within the global organisation and outside parties and normally working with information that is of a critical or confidential nature. Overall a high degree of initiative and teamwork is required; in particular initiative is needed in communicating with manager personnel within the office enterprise senior leaders and European based consultants. The individual will be frequently involved in special projects and charged with understanding organizational objectives exercise creativity while demonstrating a high degree of tact and discretion.
The scope of the position and the opportunity to make an impact will evolve to meet the needs and structure of the organization. As such capability and flexibility are keys to success.
Work Model:
Flex: This role will typically require onsite work 23 days each week or more depending on business needs. In many locations the business will set certain days each week that Flex employees are required to be onsite.
Responsibilities:
- Coordinate and manage complex executive calendar for Head Medical Affairs schedule travel arrangements (coordinate with corporate travel agent service) expense reports.
- Manage planning scheduling and logistics of key events of Europe Medical Affairs Meetings including booking meeting rooms conference calls and events; providing preread documents distribute meeting materials and reference materials
- Partner with other EAs on key events to ensure smooth logistics end to end
- Interim Veeva Promomats Coordinator (until new system in place) ensuring material review process in Veeva PromoMats runs compliantly and smoothly
- Exercises creativity initiative and understanding of the business objectives independently manages systems and applications to prepare communications budgets or other data displays
- Support office relocation project liaison key stakeholders internally and externally and coordinating local activities (Facilities Real Estate Partners HR Region Head)
- Liaise and Follow Up with Finance (Procurement and Accounts Payable) Legal and Contract owners on Third party agreements (standard contracts Needs assessment form) Purchase requisitions Purchase orders and invoices for Europe Commercial and Medical Organisation provide oversight of status against budget payment status to ensure correct setup and timely payment to external vendors initially project work then transition to maintenance of process
- Upon establishment of Zurich hub: Manage office expenses and office vendor oversight including validating invoices against quotations and process invoices for payment in collaboration with the Finance department
- Create efficient procedures filing systems reports and record keeping methods as necessary
Requirements:
- Commercial education with a minimum of 5 years administrative experience
- Proficient user of MS Office Package
- Fluent in English and German (and Swiss German)
- Serviceoriented and problem solving skills with the ability to anticipate challenges
- Excellent verbal and written communication skills that are consistent clear and concise
- Proven ability to independently manage many changing tasks simultaneously and excellent organizational skills for a startup environment
- Experience supporting senior executives
- Additional European languages would be preferred
- Familiarity with the Switzerland with a good knowledge of the areas/business scenario and knows where to go to would be an advantage
- Demonstrated enthusiasm flexibility teamwork and professional appearance
- Regularly works with timesensitive and confidential information while exercising tact diplomacy and discretion in written and verbal communications #LICK1 #LIHybrid
Ultragenyx Pharmaceutical is an equal opportunity employer and prohibits unlawful discrimination based on race color religion gender sexual orientation gender identity/expression national origin/ancestry age disability marital and veteran status and any other status or classification protected by applicable federal state and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law including individuals with disabilities disabled veterans for pregnancy childbirth and related medical conditions and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application or in any part of the recruitment process you may contact Talent Acquisition by emailing us at .
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Required Experience:
Senior IC
Employment Type
Contract
