Assistant

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Assistant

UCB - Union Chimique Belge

Brussels or Anderlecht, Belgium

What you’ll do

Agenda management, travel management & expense management
Support teams in executing projects by creating Activities (ANF) and Events (Orbit), Fund requests (SmartSimple), obtaining offers, creating vendors, PO’s (Guided Buying), invoice handling and reconciliations (TVO) according to the different countries related SOP’s and audit conform storage of all relevant data
Keep overview of budget together with relevant i2i and FP&A partner (primary point of contact)
Build & maintain relationships with procurement, legal and finance partners with a focus on execution excellence strong network with different supportive departments within UCB: Legal, Compliance, Finance, Talent
Partner with data privacy team and facilitate interactions with both teams to ensure all relevant data privacy rules are known and data is stored and exchanged in the appropriate way
Support organization and running of digital and F2F team meetings with agile methodology, meeting minutes, etc. This also includes organization of reviews, audits, etc.
Build & maintain strong network with assistants/project coordinators and community leads at global, EU and local level
Create and look after digital exchange platforms for both teams and cross-functional stakeholders such as Teams-pages, Sharepoints, etc.
Contract Management (ContractShare): manage the end to end contracting in medical, access and commercial teams across indications
Ensure team is ready to act by supporting onboarding and ongoing support in: create onboarding-plans, organize trainings, team-equipment with hardware, materials, infrastructure such as office space, home office materials, etc.
Partner for E&C and legal to organize capability building/refreshers based on current changes in environments and unit needs

Interested? For this role we’re looking for the following education, experience and skills

5+ years of demonstrated assistant/project coordination in a cross-functional setting; executive experience is a plus
Experience in budget handling and audit support
Digital Literacy
Experience in the interaction with KOL and payers is a plus
Relevant experience in supporting cross-functional teams in Medical, Access and commercial is a plus
Experience with GIA audit handling is a plus
PMP (Program Management Professional) certification is a plus
Willingness to travel
Demonstrated skills in complex organizational coordination across borders
Demonstrated negotiation, problem-solving skills and in influencing in a matrix environment with empathy
Medical governance and compliance skills
Effective communication, presentation and engagement skills including mastery of English language
Experience in Change Management
Keeps up to date with new digital tools & processes (Guided Buying, Teams, Whiteboard, MS Office, ORBIT, contract share etc.)
Agile mindset, agile coach skills are a plus