Senior Administrative Assistant Central Cluster (France & Benelux)
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Job Location:
Monthly Salary:
Posted on:
5 hours ago
Vacancies:
1 Vacancy
Job Summary
Position Summary:
ultradedicated Your biggest challenges yield rare possibilities
Provide overall administrative support to the Central Cluster (France Belgium Netherlands Luxembourg) collaborate with the European and Global teams.
Maintain strong rapport with the entire organization use sound judgement and discretion in handling sensitive data. Have strong interpersonal and communication skills.
Point of contact for internal and external stakeholders. Responsible for office management. Provide contract and accounting and field team support.
Act in accordance with the rules of ethics and compliance French LEA requirements and report any Pharmacovigilance event in accordance with internal rules.
Work Model:
Flex: This role will typically require onsite work 2-3 days each week or more depending on business many locations the business will set certain days each week that Flex employees are required to be onsite.
Responsibilities:
Office management
- General administration & office management.
- Point of contact for internal and external customers.
- Oversee onboarding process for all new employees (equipment and workplace set up coordinate & facilitate new hire orientation sessions safety briefings)
- Collaborate with finance and any other stakeholder to create reports maintain SharePoint site purchase requisitions manage office expenses
- Collaborate with Facility team (EHS facility mapping continuous improvement
- Collaborate with IT team (IT infrastructure point of contact for onsite support)
Accounting and contract support
- Be the contract liaison
- Create new vendors
- Collaborate with Legal for contract set up and SOW
- Manage POs and invoices and follow up with third party vendors
Field team support
- Respond and manage requests from the team
- Organize internal meetings and support logistics of external events like congresses.
- Act as point of contact of field force: ensure that any event (RP staff local meeting) is implemented according to local regulations
- Manage and follow the promotional material logistics in close collaboration with the teams
LEA and Transparency
- Collaborate with external Service providers provide administrative support for the organization of symposia congresses
- In collaboration with the external service provider: ensure that any event or activity is subject to a contract and a declaration control of hospitality files ensure HCPs contracts are in place any other reports
- Preparation of spreadsheet for transparency of links declarations liaising with the Global Compliance team
Requirements:
- Pharma Expertise: Extensive experience in the pharmaceutical industry in France with strong regulatory knowledge; familiarity with Benelux markets is a plus.
- Multi-Country Project Delivery: Minimum 3 years in high-level administrative or operational roles with proven success managing complex multi-country projects under tight deadlines.
- Technology Leadership: Advanced proficiency in MS Office and O365 suite; skilled in virtual collaboration tools and able to guide team members in optimizing technology use.
- Multilingual Proficiency: Fluent in French and English; Dutch is a plus.
- Influential Communication: Outstanding verbal and written communication skills; adept at tailoring messages for senior leadership and international teams.
- Operational Discipline: Highly organized and detail-oriented; experienced in handling time-sensitive and confidential information with discretion and diplomacy.
- Client-Centric Mindset: Exceptional service orientation with active listening skills to anticipate and address diverse stakeholder needs.
- Proactive Leadership: Resourceful self-starter with strong results focus; proven ability to prioritize take initiative and drive outcomes independently.
- Strategic Problem-Solving: Recognizes gaps and opportunities; applies analytical and creative thinking to develop innovative solutions and ensure successful implementation.
- Flexibility & Travel: Comfortable with ambiguity and shifting priorities; willingness to travel within the cluster and attend European events; hybrid work arrangement.
#LI-CT1 #LI-Hybrid
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
Key Skills
- Quicken
- Time Management
- Microsoft Office
- Microsoft Outlook
- Microsoft Word
- Office Experience
- Microsoft Powerpoint
- Microsoft Excel
- Sharepoint
- Administrative Experience
- Microsoft Outlook Calendar
- Word Processing
About Company
Ultragenyx is focused on developing first-ever approved treatments for rare and ultrarare diseases and moving the rare disease community forward.
