Assistant, Global Regulatory Affairs

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the manager, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication, and optimal coordination of activities on their behalf. You will also be a key member of the GRA team providing transversal support to the team and contributing to specific transversal GRA projects.

This is an ideal role for someone that wants to expand administrative and project management skills contributing fully to the success for the GRA and R&D teams.

Main Responsibilities / Job Expectations

• Preparing, submitting and tracking expense reports for the team, as assigned
• Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in an organized and timely manner
• Uploading fully executed agreements and contracts into relevant systems
• Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
• Maintaining calendars of designated team members as required, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule and organize large scale internal/external meetings
• Providing fluid support across both corporate and personal calendars including travel, expense processing and relevant appointments
• Performing additional duties and assigned projects to achieve overall business objectives
• Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise
  
  

Knowledge, Abilities & Experience

• High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred
• Proven experience as an Executive Assistant within a similar industry, e.g. pharmaceutical or international business
• Strong proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
• Knowledge of teleconference equipment (Microsoft Teams) or other related software
• A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
• Ability to see the big picture, while keeping an eye on the details
• Ability to represent the company and the Leadership in a highly professional manner
• Ability to take initiative with a positive attitude in all circumstances
• Flexible; independent problem solving and self-direction
• Prior experience working with remote, international teams in a globally matrixed organization
• Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
• Background of working in an international business functional area is preferred
• Experience with Concur and other related systems is preferred
• Ability to work a hybrid work arrangement including a mix of in-office and remote working