Senior Administrative Assistant - Central Cluster (France & Benelux)

Why Join Us?   Be a hero for our rare disease patients   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.

Position Summary:

ultradedicated – Your biggest challenges yield rare possibilities

Provide overall administrative support to the Central Cluster (France, Belgium, Netherlands, Luxembourg), collaborate with the European and Global teams.  

Maintain strong rapport with the entire organization, use sound judgement and discretion in handling sensitive data. Have strong interpersonal and communication skills.  

Point of contact for internal and external stakeholders. Responsible for office management. Provide contract and accounting and field team support.  

Act in accordance with the rules of ethics and compliance, French LEA requirements and report any Pharmacovigilance event in accordance with internal rules.  

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:

Office management 

1. General administration & office management. 
2. Point of contact for internal and external customers. 
3. Oversee onboarding process for all new employees (equipment and workplace set up, coordinate & facilitate new hire orientation sessions, safety briefings)  
4. Collaborate with finance and any other stakeholder to create reports, maintain SharePoint site, purchase requisitions, manage office expenses 
5. Collaborate with Facility team (EHS, facility mapping, continuous improvement 
6. Collaborate with IT team (IT infrastructure, point of contact for onsite support) 

Accounting and contract support

1. Be the contract liaison  
2. Create new vendors  
3. Collaborate with Legal for contract set up and SOW 
4. Manage POs and invoices and follow up with third party vendors 

Field team support  

1. Respond and manage requests from the team 
2. Organize internal meetings and support logistics of external events like congresses.  
3. Act as point of contact of field force: ensure that any event (RP, staff, local meeting) is implemented according to local regulations 
4. Manage and follow the promotional material logistics in close collaboration with the teams 

LEA and Transparency  

1. Collaborate with external Service providers, provide administrative support for the organization of symposia, congresses  
2. In collaboration with the external service provider: ensure that any event or activity is subject to a contract and a declaration, control of hospitality files, ensure HCPs contracts are in place, any other reports
3. Preparation of spreadsheet for "transparency of links" declarations, liaising w