Executive Administrative Assistant

Make your mark for patients

We are looking for a dynamic Executive Administrative Assistant to join our Insights to Impact (I2I) organization in the US, based in our Smyrna, GA office. This is a hybrid position.

About the role

You will provide administrative support to the Head of US Insight to Impact and Leadership Team; including but not limited to calendar management, organization of meetings, preparation of documents and general administrative support.

Who you’ll work with

You will work with the Head of US Insight to Impact and the I2I Leadership Team.

What you’ll do

• Provide administrative support and work in close cooperation with the Head of US Insight to Impact and I2I Leadership Team to ensure efficient I2I operations.
• Responsible for travel arrangements, flight reservations, hotel accommodations, transportation, etc.
• Schedule and coordinate calendar on behalf of the Head of US Insight to Impact Lead and other LT members making proactive, thoughtful, and ultimately independent decisions (attendance/conflicts; opportunities to streamline, etc.)
• Schedule and organize both domestic and international meetings (Face to face, Tele-Conference, Video Conference, Net Meeting, etc.); Ensuring there is sufficient time for content creation, participant planning, etc. and that action items from key meetings are captured and socialized in a timely manner
• Manage overall administrative support to the team including but not limited to expense report submissions, Microsoft Teams channel management, presentation support, and ad hoc project based work.
• Maintain and organize paper and electronic documents (e.g. training, organization charts, contact information) and document management as required, using company approved digital solutions to enable efficiency.
• Work with appropriate UCB teams to coordinate office space and equipment needs for the I2I team department as needed. (e.g. work space for visitors, meeting rooms computers/laptops).
• Manage I2I team’s supplies, and process purchase orders, invoices, check requests, and other ad hoc requests. Proactively ensure proper follow up of these.
• Engage with I2I LT to understand opportunities for ongoing support and efficiencies that allow them to focus on non-administrative efforts
• Serve as ambassador for US I2I with external visitors.
• Such other responsibilities and projects that may be assigned and ad hoc reporting.

Interested? For this role we’re looking for the following

Minimum requirements

• 7-10 years of experience as Executive Administrative Assistant, supporting mid-size team

Preferred requirements

• Experience operating in a matrix environment
• Strong interpersonal skills, critical thinking/problem solving, communication, collaboration and project management skills
• Track record of successfully using interpersonal skills and self-awareness when interacting with Sr. executives (local and global) to ensure individual and team success
• Technically competent with Microsoft Office suite (MS Word, Teams, PowerPoint, etc.)

Internal applicants should be in their current job for at least 12 months, must meet performance standards and are not on formal corrective/disciplinary process (PIP), warning, final warning, or compliance warning letters within the last 12 months. Please inform your Manager or your Talent Partner before applying to any internal job opportunities. 

UCB is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race/ethnicity, color, national origin, religion, gender, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.
 
Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us on US-Reasonable_Accommodation@ucb.com for application to US based roles. Please note should your enquiry not relate to adjustments; we will not be able to support you through this channel.

Requisition ID: 90159  

Recruiter: Lori Hanchett  

Hiring Manager: Tonja Pitts  

Talent Partner: Yolanda Johnson

Job Level: Non-exempt 

Please consult HRAnswers for more information on job levels.

Salary : $60,000 - $78,800