Assistant

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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?
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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 organization
preferred;
- Experience in pharmaceuticals or medical device industries also preferred;
- Excellent communication skills: ability to adapt communication style to the
audience (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.
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