Assistant

.At UCB, we put our heart, soul and skills into making a difference for people living with severe disease. Working together to push the boundaries, we blend the best of our talents to unlock innovation. **Will you join us in our pioneering adventure?**To strengthen our Team, based in our São Paulo, Brazil, we are looking to fill the position of**:Executive Assistant**Are you a curious person who is always pioneering in life? This unique blend of talent means you have an inquisitive nature capable of creating new possibilities in patient wellbeing.As a UCB **Executive Assistant **you like to work in an environment where you** can**:**Main Activities**:- Management of the executive's agenda;- Support on BLT (Brazilian Leadership Team) demand;- Preparation of the Town Hall;- Responsible for creating PO's;- Follow up with suppliers;- Organizational operational demand;- Organize calls and administrative activities of the Department (nPVU, Sales Force, Digital Transformation, Medical Operations, Patient Access and Office management)- Set up internal and external meetings (including webmeetings with local and global organizations);- Collect information to prepare local/regional/global reports;- Organize local/regional/global meetings & visits;- Administrative support meetings for visitors (transportation / agenda / hotel);Collect Dept´s information to organize its vacation schedule;- Issues and controls contracts in the Marketing, Medical and Sales Force areas;- Organize travel arrangements (flights / hotel / transportation / support with agenda / etc.) for the executive;- Responsible for the review committee, promotional material, submission of Purchase Order on the system (SAP);- Be the guardian of process involving Sales Force events, orienting and monitoring Team members on Event Submission through systems like Orbit/CRM, e-Request, etc;- Issuance of contracts, payments, controls and expenses;- Facilitator of Ethics & Compliance to guarantee internal Depts controls and practices aligned to UCB standards- Demonstrates good professional expertise of secretarial duties**Secretariat**: Organization/Visitors' arrival; A&B organization for office events; Scheduling meetings / Minutes of Staff meetings; focal point for the training area; support in various matters and procedures from other areas of the company.**Corporate Services**:- Management of content providers for social networks- Internal communication;- Management of Corporate events;- Committee’s agenda;- Master calendar;- Management of the UCB’s schedule and leadership training.**Office management**Office Management Lead in collaboration to internal / external 3rd parties vendors and Colleagues**Skills**:- Has strong planning and organisational skills to manage agenda, (re)scheduling meetings, organising business trips, processing data with a view on strict deadlines and last-minute requests or changes;- Is focused on information seeking, processing and sharing;- Demonstrates good problem solving skills to deal with unexpected deadlines, unforseen circumstances, cancelling or rescheduling agenda, last minute requests, complaints etc.**System**:- Orbit/ SAP/ SRM/ Douc sigh/ mobex/ Sharepoint/ teams;- **Education & Qualifications**:- Bachelor's degree required or in progress;- Experience working in a global, multi-cultural, matrixed organizationpreferred;- Experience in pharmaceuticals or medical device industries also preferred;- Excellent communication skills: ability to adapt communication style to theaudience (cultural awareness);- Excellent English verbal and written communication;- Excellent knowledge of local regulations and processes;- Quality focused with eye for detail;- Sees big picture and connects the dots;- Continuous improvement mindset;- Well organized, Reliable with good follow-up on topics;- Focuses on service orientation and customer care;- Supports team-work and co-operation;- Co-operates with view on relationship building (high level and long term);- Flexibility to help where needed;- Process improvement;- Agile organization, cross functional collaboration, broader communication.- Ability to handle confidential matters.**UCB its subsidiaries encourage diversity and inclusion in the workplace; we are an Equal Opportunity Employer.**.