Senior Administrative Assistant

Job description

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:

ultra impact – Make a difference for those who need it most

Provide advanced executive administrative support to the Ultragenyx Turkey team. Maintain strong rapport with the entire organization, using sound judgement and discretion in handling sensitive data while possessing strong interpersonal and communication skills.  Fill a critical role, serving as the primary point of contact for internal and external stakeholders, and a very diverse role covering office management, administrative support, as well as some regulatory tasks. Act in accordance with the rules of ethics and compliance and report any Pharmacovigilance event in accordance with internal rules.

Work Model:

Remote: Officially documented as working full-time from home, with travel to Ultragenyx’s offices or other locations on occasion as needed.

Responsibilities:

Office management

• General administration & office management (mail processing, stationery, facility coordination, interface with IT Corporate, telephony)
• First point of contact for internal and external customers
• Admin and infrastructure set up for new hires (employees and contractors)
• Management of the operating guidelines for the network (cars, telephones, computers, administration).
• Coordinate administrative tasks of the onboarding process for all new people in Turkey LO, including equipment and workplace set up, coordinate & facilitate new hire orientation sessions, onboarding trainings, safety briefings – work with all involved stakeholders to maintain and update process
• Liaison with Finance: create reports, maintain SharePoint site, purchase requisitions, manage office expenses, support legal and contract owners on Third party agreements (standard contracts, Needs assessment form)
• Review, create and maintain sustainable office procedures, filing systems, reports and record keeping method
• Liaison with global IT team (IT infrastructure, point of contact for onsite support)

Field team support

• Respond and manage requests from the team
• Practical organization of network meetings (logistics, hotel and travel booking)
• Act as point of contact of field force: ensure that any event (staff, local meeting) is implemented according to the MoH regulations; manage a follow-up file of events per area
• Manage and follow the diagnostic kit logistics in close collaboration with the Field Force Team
• Assist operational activities
• Management and monitoring of service providers, negotiation of quotes, management of expenditure commitments and purchase orders
• Partner with and support the communication agency in charge of congress logistics and symposia
• Follow-up of supply chain orders and invoices for Europe Supply Chain Organization

Medical Activities and Transparency

• In collaboration with the external Service provider, medical activities administrative support for the organization of major congress for the subsidiary,
• In collaboration with the external service provider:
• Ensure that any event or activity are subject to a contract
• Consultants’ contracts
• Collecting of invoices and reports
• Preparation of event documentation and archiving, liaising with the Global Compliance team
• Support of Clinical Trial Team and Regulatory Affairs Team for logistics

Requirements:

• 5+ years’ experience working in administrative or operational roles with project lead assignments are preferred
• Able to deliver to tight deadlines, comfortable with ambiguity, and shifting priorities
• Strong organizational and planning skills in a fast-paced environment
• Outstanding service mindset; Active listening skills with the ability to understand others’ perspectives, needs, or expectations
• High attention to detail
• Result oriented
• Excellent organizational skills
• Excellent interpersonal and communications skills, enjoying teamwork
• Regularly works with time-sensitive and confidential information while exercising tact, diplomacy and discretion
• Excellent computer skills (Word, Excel, PowerPoint, MS Office)
• Fluent in Turkish and English (regular written and oral communication with the Global teams)

#LI-CK1  #LI-Remote

Full Time employees across the globe enjoy a range of benefits, including, but not limited to:

·         Generous vacation time and public holidays observed by the company

·         Volunteer days

·         Long term incentive and Employee stock purchase plans or equivalent offerings

·         Employee wellbeing benefits

·         Fitness reimbursement

·         Tuition sponsoring

·         Professional development plans

\* Benefits vary by region and country

Ultragenyx Pharmaceutical is an equal opportunity employer and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status, and any other status or classification protected by applicable federal, state, and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law, including individuals with disabilities, disabled veterans, for pregnancy, childbirth, and related medical conditions, and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application, or in any part of the recruitment process, you may contact Talent Acquisition by emailing us at [email protected] .

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It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Note to External Recruiters: All candidate activity and open positions are managed strictly through our Human Resources Department. Our Human Resources Department kindly requests that recruiters not contact employees/hiring managers directly in an attempt to solicit business and present candidates. Please note that failure to comply with this request will be a factor in determining a professional relationship with our organization. Submission of unsolicited resumes prior to an agreement set in place between the Human Resources Department and the recruiting agency will not create any implied obligation.  Inquiries on developing a recruiting relationship with us, may be directed to : [email protected] .