Asset Team Assistant

UCB - Union Chimique Belge

Brussels, Belgium

About the role

The role is to provide administrative support to the team working on Lupus (Systemic Lupus Erythematosus (SLE)), a systemic autoimmune disorder that affects mainly young women in their childbearing years and is characterized by the production of autoantibodies against nuclear antigens, resulting in potentially life-threatening manifestations across multiple organs.

The assistant acts as a partner and anchor to his/her managers, to optimize their efficiency, developing and applying best practices, and ensuring that quality, efficiency, accuracy and cost awareness are respected for those key functions. Proactively anticipating the managers’ needs is essential as well as possessing a strong desire and enthusiasm to learn and understand the key issues they are managing.

Who you’ll work with

Being the right-hand to the manager and asset leadership team, you’ll work with the extended cross-functional team, partners and stakeholders internally and externally.

What you’ll do

Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
Plans, coordinates and ensures the managers’ schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the managers’ time and office;
Communicates directly, and on behalf of the managers, with peers and other stakeholders, on matters related to their initiatives;
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the managers, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response;
Provides a bridge for smooth communication between the managers and the stakeholders;
Works closely and effectively with the managers to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the managers updated;
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the managers, some of which may have organizational impact;
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures;
Recommends actions to be taken in OPEX expenditures and takes into account our FFG guidelines;
Provides administrative support, such as scheduling meetings, booking travel, and preparing expense reports, to some members of the manager's leadership team.

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

Experienced assistant with self-confidence and self-awareness (minimum of 5 years’ experience as executive assistant required);
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 relationship internally and with our business partners;
Proficient in Microsoft Teams, PowerPoint, Excel, Word and quickly adapts to new systems;
Some knowledge of budget preparations;
Dealing appropriately with confidential and sensitive matters;
Ability to use diplomacy, discretion, and judgement in giving out information;
Resilient/ability to adapt to change, and able to maintain composure during stressful situations;
Ability to efficiently handle multiple tasks and projects requiring a high degree of attention to details, to make decisions and take necessary actions;
Motivated to be a part of a team and contribute towards it, reliable, team player and with a positive attitude;
Willingness to learn, open and adaptable personality;
Open to feedback and proactively seek it;
Proactivity to recognize potential issues and resolve them before they transform into problems.