Executive Assistant - Belgium & Luxembourg

October 12

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501 - 1000

Description

• Under the direction of the Country Manager BeLux, the Project coordinator is responsible for providing administrative support to the cross-functional team securing the successful completion of commercial/sales/medical/regulatory/legal/compliance processes, projects and events in Belgium & Luxembourg for BeiGene Belgium. • Provides broad executive administrative expertise and overall practical support to the BeLux team. • High degree of initiative and teamwork in communicating with the local/cluster team members, and with the relevant parties in Europe/Global and agencies/consultants the team works with. • Work with the Country Manager BeLux and the functional teams to manage day to day team activities including planning and scheduling of business meetings, booking meeting rooms, conference calls and preparing and distributing pre-read material. • Manage and coordinate the budget for the BeLux functions. • Manage and coordinate the accruals each month in close cooperation with the internal budget owners. • Manage and coordinate the onboarding of all vendors for the Cluster in close cooperation with Procurement and the internal and external stakeholders. • Create and coordinate Purchase Requests in SAP according to contracts for all projects and congresses and follow up the creation of Purchase Orders in close cooperation with Procurement. • Manage, coordinate and follow up the payment of all invoices in close cooperation with the internal stakeholders and finance (accounting). • Support compliance approval requests for all local and national events incl in region sales meetings, in BeLux in close cooperation with Compliance/Legal and the internal stakeholders. • Support MDEON, transparency disclosure and compliance/legal administrative requirements including drafting contracts based on Beigene templates. • Create, coordinate and follow up contract requests in the local system for all projects, vendors and events in close cooperation with the projects Business owners, Procurement and Legal. • Support the team in project management for the organization of local events, congress presence and implementation of projects in Belgium & Luxembourg. • Serve as the local contact for national vendors for scientific conferences and help the team to ensure sponsorships and congress participation in full accordance with company’s policies, compliance regulations and transparency requirements. • Support the organization of internal meetings locally (excluding, cluster events or international congresses). • Create efficient office procedures, trainings, filing systems, reports and record keeping methodologies as required. • Train and guide the team on internal processes for procurement and finance excellence, in collaboration with the procurement, legal and finance teams. • Coordinate with IT suppliers to handle all new technology set ups and logistics including equipment, physical and virtual access that ensure seamless services. • Partner with other local/cluster project coordinator to align on processes and priorities and be the backup of other when needed. • Support HR department in recruitment interviews coordination and support Training and capability building team in onboardings and trainings organization and traceability. • Exercise creativity, initiative and understanding of the business objectives, independently manages systems and applications to prepare communications, budgets or other data displays.

Requirements

• More than 5-8 years+ of qualified similar work experience in project coordination and related roles and functions, in particular in the pharmaceutical or biotechnology industry is mandatory. • Excellent organizational skills and attention to details. • High proficiency in Microsoft Office applications, incl. Outlook, Excel, Word and use of databases, quality platforms (Veeva), compliance platforms (MDEON, etc…). • Fluency in both verbal and written country language FR and NL, and in English. • Autonomy. • Strong leadership and time, task and resource management skills. • Highly self-motivated and proactive with ability to work both with light touch supervision and as part of a team environment, hands on mentality. • Demonstrated success in a small but fast growing, entrepreneurial commercial environment. • Exceptional interpersonal and communication skills - keep problem solver and critical thinker. • Solid planning, project management and analytical skills. • High social competence and capacity for teamwork. • Ability to work swiftly and efficiently in a fast-paced environment and keep a level head while maintaining grace under pressure. • Highly motivated, solution oriented and a positive attitude. • Success-, service-, and commercial-oriented thinking and working. • Making things happen: has the right level of implementation skills.