Senior Administrative Assistant, Medical Affairs - Fixed Term Contract

Zürich , Switzerland

Contractor

Why Join Us?

Be a hero for our rare disease patients

Our commitment and care for patients extends to our people, so culture is an essential cornerstone for Ultragenyx. We remain continuously focused on creating a supportive and inclusive environment of profound learning and growth – so employees can thrive in all areas of their lives, in and outside of work. Ultimately, we want to be an organization where we would be proud for our family, friends and children to work.

If you want to have a meaningful impact, do the best work of your career, and grow a lot, both professionally and personally, come join our team.

Position Summary:

ultrafocused – Work together to fearlessly uncover new possibilities

This is an extremely exciting opportunity to be a key contributor to our European HQ in Switzerland. You provide Executive admin support to the Region’s Head of Medical affairs and support the European HQ with various projects. The position requires extensive interface and coordination within the Ultragenyx sites of the European region, functions within the global organisation and outside parties, and normally working with information that is of a critical or confidential nature. Overall, a high degree of initiative and teamwork is required; in particular, initiative is needed in communicating with manager, personnel within the office, enterprise senior leaders and European based consultants. The individual will be frequently involved in special projects and charged with understanding organizational objectives, exercise creativity while demonstrating a high degree of tact and discretion.

The scope of the position and the opportunity to make an impact will evolve to meet the needs and structure of the organization. As such, capability and flexibility are keys to success.

Work Model:

Flex: This role will typically require onsite work 2-3 days each week, or more depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.

Responsibilities:

Coordinate and manage complex executive calendar for Head Medical Affairs, schedule, travel arrangements (coordinate with corporate travel agent service), expense reports.
Manage planning, scheduling and logistics of key events of Europe Medical Affairs Meetings, including booking meeting rooms, conference calls and events; providing pre-read documents, distribute meeting materials and reference materials
Partner with other EA’s on key events to ensure smooth logistics end to end
Interim Veeva Promomats Coordinator (until new system in place), ensuring material review process in Veeva PromoMats runs compliantly and smoothly
Exercises creativity, initiative and understanding of the business objectives, independently manages systems and applications to prepare communications, budgets or other data displays
Support office relocation project, liaison key stakeholders internally and externally and coordinating local activities (Facilities, Real Estate Partners, HR, Region Head)
Liaise and Follow Up with Finance (Procurement and Accounts Payable), Legal and Contract owners on Third party agreements (standard contracts, Needs assessment form), Purchase requisitions, Purchase orders and invoices for Europe Commercial and Medical Organisation, provide oversight of status against budget, payment status to ensure correct setup and timely payment to external vendors, initially project work, then transition to maintenance of process
Upon establishment of Zurich hub: Manage office expenses and office vendor oversight, including validating invoices against quotations, and process invoices for payment in collaboration with the Finance department
Create efficient procedures, filing systems, reports and record keeping methods, as necessary

Requirements:

Commercial education with a minimum of 5 years administrative experience
Proficient user of MS Office Package
Fluent in English and German (and Swiss German)
Service-oriented and problem solving skills with the ability to anticipate challenges
Excellent verbal and written communication skills that are consistent, clear and concise
Proven ability to independently manage many changing tasks simultaneously and excellent organizational skills for a start-up environment
Experience supporting senior executives
Additional European languages would be preferred
Familiarity with the Switzerland with a good knowledge of the areas/business scenario and knows where to “go to” would be an advantage
Demonstrated enthusiasm, flexibility, teamwork and professional appearance
Regularly works with time-sensitive and confidential information while exercising tact, diplomacy and discretion in written and verbal communications #LI-CK1 #LI-Hybrid

Full Time employees across the globe enjoy a range of benefits, including, but not limited to:

· Generous vacation time and public holidays observed by the company

· Volunteer days

· Long term incentive and Employee stock purchase plans or equivalent offerings

· Employee wellbeing benefits

· Fitness reimbursement

· Tuition sponsoring

· Professional development plans

* Benefits vary by region and country

Ultragenyx Pharmaceutical is an equal opportunity employer and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status, and any other status or classification protected by applicable federal, state, and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law, including individuals with disabilities, disabled veterans, for pregnancy, childbirth, and related medical conditions, and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application, or in any part of the recruitment process, you may contact Talent Acquisition by emailing us at [email protected].

See our CCPA Employee and Applicant Privacy Notice.

See our Privacy Policy.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Note to External Recruiters: All candidate activity and open positions are managed strictly through our Human Resources Department. Our Human Resources Department kindly requests that recruiters not contact employees/hiring managers directly in an attempt to solicit business and present candidates. Please note that failure to comply with this request will be a factor in determining a professional relationship with our organization. Submission of unsolicited resumes prior to an agreement set in place between the Human Resources Department and the recruiting agency will not create any implied obligation. Inquiries on developing a recruiting relationship with us, may be directed to: [email protected].

Ultragenyx Pharmaceutical

At Ultragenyx, we fundamentally believe that taking real impactful action to care for the needs of patients and our people is always the right thing to do. To achieve this goal, our vision is to lead the future of rare disease medicine. For us, this means going where other biopharma companies won’t go – challenging the status quo and creating a new model that advances our field so more patients and caregivers can benefit from life-changing treatments. We do this by following the science, applying a novel rapid development approach, making innovative medicines at fair and reasonable prices, and creating a collaborative ecosystem to reach patients in ways that are most meaningful for them. Our commitment and care for patients extends to our people, so culture is an essential cornerstone for Ultragenyx. We remain continuously focused on creating a supportive and inclusive environment of profound learning and growth – so employees can thrive in all areas of their lives, in and outside of work. Ultimately, we want to be an organization where we would be proud for our family, friends and children to work. If you want to have a meaningful impact, do the best work of your career, and grow a lot, both professionally and personally, come join our team.

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Senior Administrative Assistant, Medical Affairs - Fixed Term Contract

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