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Executive Assistant to the SVP, Global Medical Affairs

2 months ago

San Mateo, United States BeiGene Full time

**General Description:**

The Executive Assistant to the SVP, Global Medical Affairs will provide high-level management support to the SVP of the Global Medical Affairs , who leads a 180+ person department within BeiGene.

The ideal candidate will not see their duties as administrative but see themselves as a change agent for the organization, empowering leadership to focus on strategy as they solve problems and run interference for them on a day-to-day basis. The candidate will be an exceptional communicator, show meticulous attention to detail, have a knack for organizing and synthesizing information, exercise good judgment and discretion, thrive in an entrepreneurial environment, and demonstrate a high level of initiative and resourcefulness that allows them to anticipate issues and creatively mitigate them.

This position also serves as a liaison to other executives and senior leadership teams, organizes and coordinates executive outreach and oversees special projects.

**Essential Functions of the job:**

+ Manage professional and personal scheduling for SVP, including agendas, mail, email, phone calls, client management, and other logistics

+ Manage travel logistics and activities, including accommodations, transportation, and meals, and prepare expense reports

+ Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of online filing system and contacts organization

+ Organize team communications and plan events, both internal and off-site

+ Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.

+ Excellent communication and time management skills; proven ability to meet deadlines.

+ Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

+ Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with

+ Manage the Executive's contacts

+ Assist in preparing and managing presentations and decks.

+ Be responsive to emails/texts/phone calls, with contact outside normal business hours

+ Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.

+ Use discretion, confidentiality, and good judgment to handle C-Level matters.

+ Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.

+ Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.

+ Complete ad-hoc projects as assigned.

+ Coordinate complex scheduling and calendar management (resolving scheduling issues), as well as content and flow of information to other senior executives

+ Provide in-office support as needed, e.g., preparation for in-person meetings, printing out of agendas, etc.

+ Provide contract management / administration support for SVP as well as other members of senior leadership team

**Supervisory Responsibilities:**

+ N/A

**Computer Skills:**

Advanced proficiency in Microsoft Office (Outlook, Excel, Power Point, Word, Teams) is required. Familiarity with Smartsheet, SAP, ICERTIS, Ariba, Veeva are all a plus.

**Other Qualifications:**

+ Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.

+ Initiative and resourcefulness works independently, anticipates the needs of SVP to help mitigate problems ahead of time, and solves problems without needing significant guidance/direction.

+ Commitment to excellence - perform duties at the highest level possible on a consistent basis.

+ Excellent communicator - able to interact with people of all levels in a confident, professional manner.

+ Demonstrate ability and temperament to work with sensitive information.

+ Team player - have team-oriented experience and approach.

+ Service focus - dedicated to meeting the expectations of the SVP and other senior executives by maintaining effective relationships with interested parties.

+ Ability to work with a sense of urgency.

**Education Required:**

Bachelors degree preferred but not required. 10+ years of experience within the pharmaceutical, biotech or life sciences industry. 5+ year of related experience working in an executive assistant role supporting C-level executives.

**Travel:**

Work-related travel will be less than 10%. Over-time and weekend travel may be required on occasion.

**BeiGene Global Competencies**

When we exhibit our values of Patients First, Collaborative Spirit, Bold Ingenuity and Driving Excellence, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

+ Fosters Teamwork

+ Provides and Solicits Honest and Actionable Feedback

+ Self-Awareness

+ Acts Inclusively

+ Demonstrates Initiative

+ Entrepreneurial Mindset

+ Continuous Learning

+ Embraces Change

+ Results-Oriented

+ Analytical Thinking/Data Analysis

+ Financial Excellence

+ Communicates with Clarity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.