Make your mark for patients


We are looking for an Assistant to join us in our Rare and Epilepsy Operations and Access Intercontinental team, based in our HQ office in Brussels, Belgium


About the role
The primary purpose of the role of the assistant is to support the Head of Rare & Epilepsy Operations and the Head of Access, Sustainability and External Engagement in Intercontinental Markets with all relevant organizational/administrative tasks for both teams. The Assistant will support budget planning processes and keep overview at IC level. They will also ensure audit conform storage of relevant documents and support GIA and other audits.
The Role reports to the IC Head of Rare & Epilepsy Operations


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


What you’ll do

• Agenda management, travel management & expense management
• Support teams in executing projects by creating Activities (ANF) and Events (Orbit), Fund requests (Smart Simple), obtaining offers, creating vendors, PO’s (Guided Buying), invoice handling and reconciliations (TVO) according to the different countries related SOP’s and audit conform storage of all relevant data.
• Keep overview of budget together with relevant i2i and FP&A partner (primary point of contact)
• Build & maintain relationships with procurement, legal and finance partners with a focus on execution excellence strong network with different supportive departments within UCB: Legal, Compliance, Finance, Talent
• Partner with data privacy team and facilitate interactions with both teams to ensure all relevant data privacy rules are known and data is stored and exchanged in the appropriate way
• Support organization and running of digital and F2F team meetings with agile methodology, meeting minutes, etc. This also includes organization of reviews, audits, etc.
• Build & maintain strong network with assistants/project coordinators and community leads at global, EU and local level
• Create and look after digital exchange platforms for both teams and cross-functional stakeholders such as Teams-pages, Sharepoints, etc.
• Contract Management (Contract Share): manage the end to end contracting in medical, access and commercial teams across indications
• Ensure team is ready to act by supporting onboarding and ongoing support in: create onboarding-plans, organize trainings, team-equipment with hardware, materials, infrastructure such as office space, home office materials, etc.
• Partner for E&C and legal to organize capability building/refreshers based on current changes in environments and unit needs

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

• 5+ years of demonstrated assistant/project coordination in a cross-functional setting; executive experience is a plus
• Experience in budget handling and audit support
• Digital Literacy
• Experience in the interaction with KOL and payers is a plus
• Relevant experience in supporting cross-functional teams in Medical, Access and commercial is a plus
• Experience with GIA audit handling is a plus
• PMP (Program Management Professional) certification is a plus
• Willingness to travel
• Demonstrated skills in complex organizational coordination across borders
• Demonstrated negotiation, problem-solving skills and in influencing in a matrix environment with empathy
• Medical governance and compliance skills
• Effective communication, presentation and engagement skills including mastery of English language
• Experience in Change Management
• Keeps up to date with new digital tools & processes (Guided Buying, Teams, Whiteboard, MS Office, ORBIT, contract share etc.)
• Agile mindset, agile coach skills are a plus

Are you ready to ‘go beyond’ to create value and make your mark for patients? If this sounds like you, then we would love to hear from you!
About us
UCB is a global biopharmaceutical company, focusing on neurology and immunology. We are around 8,500 people in all four corners of the globe, inspired by patients and driven by science.
Why work with us?
At UCB, we don’t just complete tasks, we create value. We aren’t afraid to push forward, collaborate, and innovate to make our mark for patients. We have a caring, supportive culture where everyone feels included, respected, and has equitable opportunities to do their best work. We ‘go beyond’ to create value for our patients, and always with a human focus, whether that’s on our patients, our employees, or our planet. Working for us, you will discover a place where you can grow, and have the freedom to carve your own career path to achieve your full potential.
UCB and its subsidiaries encourage diversity and inclusion in the workplace; we are an Equal Opportunity Employer. We do not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity.

Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us on EMEA-Reasonable_Accommodation@ucb.com. Please note should your enquiry not relate to adjustments; we will not be able to support you through this channel.