Administrative Assistant

UCB - Union Chimique Belge

Brussels or Anderlecht, Belgium

About the role

As an Administrative Assistant, you will play a crucial role in supporting the Scientific Communications, Medical Information and Medical Learning groups. The assistant acts as a partner and anchor to their managers, providing support to optimize their efficiency, 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.

What you’ll do

Complete a variety of administrative tasks, including managing an active calendar, preparing correspondence (sometimes confidential), arranging detailed travel plans, and compiling documents for travel-related meetings.
Manage agendas, correspondence, and meeting scheduling, ensuring efficient time management and timely responses to information requests. Create presentations, act as a liaison, and optimize workflow using Microsoft Teams/SharePoint.
Plan and coordinate the managers' schedules, ensuring they are followed and respected.
Communicate directly with peers and stakeholders on behalf of the managers regarding their initiatives.
Foster cross-team communication, support the onboarding of new team members, collaborate with colleagues across locations, and organize team-building events and individual celebrations.
Demonstrate leadership by building relationships crucial to organizational success and managing special projects with potential organizational impact.
Prioritize conflicting needs, handle matters proactively, and follow through on projects to completion, often under deadline pressure.
Monitor the department's budget, ensure event costs align with it, create purchase orders, manage invoicing, and submit expense reports using MobileXpense.
Provide administrative support, such as scheduling meetings, booking travel, and preparing expense reports, to the manager's leadership team.
Organize meeting logistics, including locations, catering, technical support, and transportation. Prepare agendas, documents, and materials, take detailed minutes with action items, and follow up with participants for timely completion of tasks.
Ensure confidentiality of sensitive information, actively learn about UCB’s Patient Value Strategy, products, and operations, and synthesize information to propose insightful solutions.
Contribute to key projects by assisting with coordination, following up on deliverables, and supporting communication plans related to the projects.
Communicate professionally with all levels of the organization to ensure successful implementation of action items.

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.
Demonstrate the ability to handle confidential matters with discretion and maintain confidentiality of sensitive information.
Proficient in PowerPoint, Excel, Word and quickly adapts to new systems.
Diplomat and with a good team spirit.
Resilient/ability to adapt to change.
Dealing appropriately with confidential and sensitive matters.
Ability to handle a number or diverse projects and people at any one time is essential.
Motivated, reliable and with a positive attitude.
Willingness to learn, open and adaptable personality.
Should be open to feedback and proactively seek it.
Proactivity to recognize potential issues and resolve them before they transform into problems.
Fully motivated to be a part of a team and contribute towards it.