Executive Administrative Assistant

BeiGene continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

PLEASE SUBMIT ALL RESUMES / CV'S IN ENGLISH FOR CONSIDERATION.

Language Requirement: Fluent English and Portuguese. Spanish is a plus.

Preferred Experience: Pharmaceutical / Biotech Industry.

General Description:

The Executive Administrative Assistant will be responsible for providing support to various teams within BeiGene. This position reports to the General Manager and will be responsible for on-site support which includes, but is not limited to:

• Coordinating meetings and events
• Scheduling candidate interviews
• HR support as necessary
• Travel coordination
• Managing tasks related to contracts (MSA / SOW), including Icertis upload
• Managing payments to vendors, including PR / PO creation until payment confirmation
• Maintaining office supplies
• Handling incoming and outgoing mail
• Other responsibilities as assigned

Essential Functions:

• Organize and schedule meetings as needed for various departments
• Coordinate catering for different meetings and events
• Schedule and coordinate candidate phone, video, and in-office interviews
• Provide general administrative / project support to HR team as assigned
• Arrange travel and accommodations for out of state candidates
• Organize office operations and procedures
• Coordinate with IT department on all office equipment needs
• Manage relationships with vendors, service providers and Building Management
• Manage contract and price negotiations with office vendors, service providers and office lease
• Responsible for contracts (MSA / SOW) management, including Icertis upload
• Responsible for payments to vendors, including PR / PO creation until payment confirmation
• Provide general support to visitors
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Responsible for greeting and coordinating orientation to new employees
• Responsible for coordinating onboarding process for new employees including request and setup of equipment
• Participate actively in the planning and execution of company events on a quarterly basis
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Assist with travel arrangements for senior members of the company and contractors as needed
• Coordinate package delivery and ensure all packages are delivered to appropriate person
• Retrieve mail from mailbox in lobby and distribute accordingly
• Conduct clerical duties, including filing, answering phone calls, responding to emails and preparing documents
• Handle expenses and reconcile corporate credit card expenses on a monthly basis
• Provide assistance as needed for Legal Department Executive Assistant

Minimum Requirements – Education and Experience:

• Bachelor’s Degree with a minimum of 3 years of relevant experience OR a minimum of 6 plus years of relevant industry experience in an Administrative role
• Fluency in English
• Must be able to facilitate interactions with other departments within BeiGene and external parties

Other Qualifications:

Supervisory Responsibilities: Supervise outsourced operational assistant / receptionist.

Travel: NA

Computer Skills: Microsoft Office, Teams, Zoom

BeiGene Global Competencies:

• 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