Celgene Administrative Assistant - 12 month fixed term contract in Hillingdon, United Kingdom

Description

Celgene is a global biopharmaceutical company leading the way in medical innovation to help patients live longer, better lives. Our purpose as a company is to discover and develop therapies that will change the course of human health. We value our passion for patients, quest for innovation, spirit of independence and love of challenge. With a presence in more than 70 countries - and growing - we look for talented people to grow our business, advance our science and contribute to our unique culture.

Summary

The Regulatory Affairs (RA) Administrative Assistant provides administrative support for assigned staff in the RA EMEA department located in Stockley Park, UK. This role actively contributes to ensuring operational excellence for the department whilst working in close collaboration with other members of the Administrative Team.

Role and Responsibilities

  • Managing business travel arrangements (air tickets, hotel booking, and ground transfers for RA employees): Proactively and timely processing of transportation/accommodation booking using the designated travel agent (e.g. AMEX) in accordance with Celgene policy. Process expense reports using expense management program in a timely manner.

  • Managing logistics for offsite meetings such as Health Authority meetings, Advisory Board meetings and any other offsite event. Handling calendar related invitations, negotiating and booking hotel accommodation/meeting room(s), coordinating ground transportation, organising and circulating agenda and meeting material in advance, tracking meeting attendance, assisting guest speakers, ensuring smooth meeting operation onsite and coordinating social events in agreement with management’s specific instructions

  • Managing logistics for in-house meetings and teleconferences: Handling MS Outlook invitations, booking meeting rooms, arranging video/audio conference facilities and organising onsite catering as appropriate

  • Managing attendance to conferences/seminars (with Celgene Regulatory Congress Coordinator as relevant): Managing registration to events, timely processing of invoices and facilitating travel logistics

  • Managing purchase order process through invoice payments ensuring correct breakdown, following up on completion with respect of deadlines, using the Oracle database system

  • Supporting RA EMEA functions on recurrent activities such as membership renewals, maintenance of subscriptions to publications, document printing and compilation, filing

  • Supporting the RA EMEA function on and ad-hoc basis

  • Assist RA staff with clerical and administrative tasks as needed

  • Assisting visitors with logistical/technical support while on site (e.g. office, booking taxi’s, lunch, IT and meetings)

  • Handle in coming post and outgoing shipments by courier if required

  • Managing requests/orders for office supplies and equipment; liaising with Facilities and IT, as required

  • Provide back-up for other administrative staff in times of sickness or annual leave

  • Facilitating integration of new hires: Liaising with other support functions such as HR, Facilities and IT, to ensure a seamless integration process

  • Maintaining departmental physical and electronic records, on shared area, Share-point or Regulatory Intranet Portal as required

Qualifications

  • Min 4 GCSE passes (Grade C and Above) including Maths and English

  • Deep experience of event management, meeting organizations

  • Pharmaceutical industry / company work experience is preferred

  • Fluent in business English

  • Excellent computer skills required - Windows software, including Outlook, Word, Excel, and PowerPoint

Skills and Experience required

  • Ability to prioritise and to work on multiple tasks in parallel

  • Ability to work to strict timelines and under pressure

  • Good notion of urgency to provide support in a proactive and timely manner

  • Works independently and takes initiative to identify department needs

  • Cost aware and striving to find cost effective travel arrangements

  • Excellent team player able to interact well with different types of people and always willing to help

  • Highly flexible and adaptable to changing project priorities and work assignments

  • Excellent oral and written communication skills

Core Competencies

  • Communication Skills: Able to communicate effectively in a multi-cultural environment. A customer-focused individual who is able to interact effectively with employees at various levels of the organisation. Negotiation skills are a necessity in this role.

  • Organisation Skills: Possess excellent organisational and time management skills with an ability to keep track of deadlines. Excellent sense of coordination, attention to detail and providing high quality assistance. Ability to manage multiple projects independently

  • Technical Competence: Excellent computer skills, proficiency with MS Office, including Outlook, Word, Excel and PowerPoint, and using the internet to search for information

  • Teamwork: Work effectively as a team member in a cross-functional group. Friendly, professional and cooperative behaviour

*MONEU

*LI-EX

Administrative Assistant - 12 month fixed term contract

Location: Hillingdon, England, UK

Job ID: 17001783