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Administrative Assistant

Location: 

Atlanta, Georgia, United States

Job Function:  Administrative Support
Job ID:  64504

 

Administrative Assistant

Smyrna, GA

We all share one big ambition. What’s yours? Everyone who works at UCB holds the same ambition – to transform the lives of people living with severe diseases. Of course, we have other associated ambitions too - including a desire to support each other in attaining all of our own personal and professional goals. That’s why we ensure every UCB colleague has the tools and environment to engage effectively in the work we do. Wherever in the world we’re based, and whatever role we play, we believe each of us can have an impact across our organization.

To help us meet our ambitions and provide the best solutions to patients, UCB is currently seeking a talented individual as Administrative Assistant based in Atlanta, GA. With minimal direction, the Administrative Assistant for Global Patient Safety will be responsible for performing routine administrative and clerical functions for the Head of Partnerships and Strategic outsourcing and the US Patient Safety team members.

Responsibilities:

  • Organizing and scheduling meetings and appointments
  • Proactively managing calendars and schedules
  • Supporting onboarding and offboarding of local employees
  • Setting up Purchase Orders and manage invoices as needed
  • Assist with department forecasts and budgets
  • Ordering office supplies as necessary
  • Booking / organizing domestic and international travel (transportation, accommodations, global visas, passport renewals, development of itineraries, etc.)
  • Expense reports for ~20 local employees
  • Arrange conferences and meetings as needed
  • Coordinate office space, equipment needs, and meeting rooms as needed
  • Make independent decisions regarding attendance/conflicting meeting requests, etc.
  • Serve as a resource as needed for administrative aspects including development of PowerPoint presentations, budgeting needs, contract support, etc.
  • Operate office equipment such as fax machines, copiers, and phone systems; use computer for spreadsheet, word processing, database management, and other applications including SharePoint
  • Create internal and external presentations, letters, e-mails, etc. and be familiar with processes associated with external communication (SOPs).
  • Prepare team meeting agendas and meeting minutes.
  • Maintain Global Patient Safety job descriptions and resumes and provide monthly compliance metrics
  • Assist with the maintenance of SharePoint site for Global Patient Safety and Pharmacovigilance awareness (creating subsites, uploading documents, creating surveys, etc.)
  • Complete other duties, responsibilities and projects as assigned.

Education and Experience: