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Assistant

Location: 

Anderlecht, Brussels, Belgium

Job Function:  Administrative Support
Job ID:  65295

Assistant to Program Management

 

The successful candidate for this role will act as a partner and anchor to UCB’s Program Management Team, providing support to optimize the Head of Program Management’s efficiency, developing and applying best practices, and ensuring that quality, efficiency, accuracy and cost awareness are watchwords for this key function.  Proactively anticipating the Team’s business needs is essential; as well as possessing a strong desire and enthusiasm to learn and understand the content of the manager and the key issues the team is managing.

 

Major Accountabilities/Responsibilities 

 

Business knowledge and confidentiality:

  • Actively seeks global knowledge of UCB, its Patient Value Strategy, its products and ways of working.
  • Intensely learns the department’s business and key objectives.
  • Connects the dots between information learned from emails, staff meetings and other discussions, and develops insightful proposals and solutions.
  • Plans ahead on basis of the team calendar, pro-actively working on retro-planning of key activities.
  • Maintains strict confidentiality and is discreet concerning matters pertinent to the team.
     

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.
  • Reviews email as a key source of learning the matters the team is handling, and understanding 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.
  • Acts as liaison between the manager and staff; between external/internal contacts; ensures interaction with the Management.
  • Ensures all requests for information with respect to team matters are timely responded to and all deadlines for materials are met.
  • 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.
  • Manages the timely preparation of regular reports.
  • To facilitate optimal workflow, utilizes the department’s OneDrive (Sharepoint) site to store documents and share working drafts with team members.
  • Budgetary and expenses:
  • Monitors department’s budget, periodically reviewing the department’s cost centers; ensures budget is met for team events.
  • Creates purchase orders and manages invoicing process.
  • Prepares expense reports in MobilExpense and ensures timely submissions.
  • Team engagement and network:
  • Actively engages in dialogue with team 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.

 

Your Qualities

 

  • Experienced assistant with self-confidence and self-awareness (minimum of 5 years’ experience as assistant required)
  • Fluent written and spoken English; French, German or Dutch being an asset
  • 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 relationship with Management & assistants (internally and with our business partners)
  • 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

 

 


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