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Administrative Assistant - Early PV Missions Team

Location: 

Slough, Berkshire, United Kingdom

Job Function:  Research & Early Development
Job ID:  65328

At UCB everything we do starts with a simple question: “How will this make a difference to the lives of people living with severe diseases?” We do that by connecting with patients and their families around the world living with the physical and social burdens of severe disease of the immune system and the central nervous system. Those connections offer new perspectives, drive innovation, and offer the hope of a new generation of therapies that will help to transform lives.

 

Role overview

The successful candidate for this role will be a part of the Slough based Early PV Missions team providing support to optimize their efficiency, developing and applying best practices, and ensuring that quality, responsiveness, accuracy and responsible cost management are embraced in the department. The ability to support numerous people with different roles and profiles will be essential.

 

Primary responsibilities

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.

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.

 

Business knowledge and confidentiality;

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.

 

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 (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 will be 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.

 

Essential requirements

Experienced assistant with self-confidence and self-awareness

Knowledge of UCB, its colleagues and organization

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

 


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