Administrative Assistant - 12month Max Duration Contract Job

POSITION Administrative Assistant to EMEA Regulatory Affairs Department - Maximum Duration Contract
SUPERVISOR Senior Director Regulatory Affairs
DEPARTMENT EMEA Regulatory Affairs
LOCATION Celgene Europe Ltd - United Kingdom

PREREQUISITES

Excellent oral & written knowledge of English
Good attention to details
Good organizational and interpersonal skills
Strong Clerical skills
Multi-tasking skills and ability to prioritize

The Regulatory Affairs Administrative Assistant provides administrative support for assigned staff in the Regulatory Affairs 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 EMEA Regulatory Affairs Administrative Team.

Core Responsibilities:
1. Managing business travel arrangements (air tickets, hotel booking, and ground transfers for Regulatory Affairs employees): Proactively and timely processing of transportation/accommodation booking using the designated travel agent (eg AMEX) in accordance with Celgene policy.
2. Processing travel expenses for the Stockley Park Regulatory Affairs group in a timely manner in accordance with Celgene policy.
3. Managing full process of purchase orders for Celgene Europe Ltd through invoice payments ensuring correct breakdown, following up on completion with respect for deadlines, using the Oracle database system.
4. Coordinating and updating EU Senior staff Calendar, keeping Regulatory staff calendar up to date for assigned staff.
5. Assisting with Complianceliaising with Facilities and IT, as required.
12. Apostiles/Notarisation/Legalisation of documents; Supporting EMEA International markets/executives with apostile, notarising, foreign embassy legalisation of documents.
13. Facilitating integration of new hires: Liaising with other support functions such as HR, Facilities, and IT, to ensure a seamless integration process.
14. Maintaining departmental physical and electronic records, on shared area, Share-point or Regulatory Intranet Portal as required.
15. Handling post mail, faxes and express courier shipments.
16. Reception cover in times of absence of receptionist.

QUALIFICATIONS
Core Competencies
Administrative Skills: Possess excellent administrative and organizational skills with an ability to keep track of deadlines. Excellent sense of accuracy, attention to detail and providing reliable support. Demonstrate sense of responsibility and evaluate priorities to produce high quality work.
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 behavior.
Communication Skills: Able to communicate effectively in a multi-cultural environment. Able to interact effectively with individuals at various levels of the organization.

QualificationsWindows software, including Outlook, Word, Excel, and PowerPoint.

Required Skills
Ability to prioritize and to work on multiple tasks in parallel.
Ability to work to strict timelines and under time 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

The statements in this job description are intended to describe the general nature and level of work being performed by those persons assigned to this job. These statements are not intended to be an exhaustive list of all responsibilities, duties and skills required of people assigned to this job.

*LI-JP

REQ ID:
PRIMARY LOCATION: United Kingdom-England-Hillingdon
JOB:Administrative
ORGANIZATION:Celgene Europe LTD
SCHEDULE:Limited Term
SHIFT:Experienced
EMPLOYEE STATUS:Individual Contributor
JOB TYPE:Full-time
JOB LEVEL:Day Job
TRAVEL:Yes, 5 % of the Time