Administrative Assistant – São Paulo

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

Location: Hybrid in Sao Paulo (2-3 days per week)

Language Requirement: Fluency in English and Spanish is a plus

Preferred Experience: Pharmaceutical/Biotech Industry

General Description

• Provides operational input and support to Global Clinical Operations (GCO) Head Brazil/Latam, as well as senior-level managers as needed. Works in a diverse, international, and complex environment. Performs diverse/complex administrative activities including on-boarding/off-boarding of staff (BeiGene internal staff as well as external vendors staff), managing projects, preparing/editing presentations, invoice tracking, purchase order creation. Activities might include exposure to confidential and sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment.
• Demonstrates a good level of organizational and project management capabilities.
• Exercises discretion and judgment in handling confidential information.
• Strong organizational skills are required, as well as the ability to balance changing priorities

Essential Functions

• Supports project timelines and deliverables for key GCO LATAM initiatives, ensuring that all project milestones are met according to the schedule.
• Coordinates cross-functional project teams to facilitate effective communication, task completion, and adherence to project goals and deadlines.
• Supports the implementation of process improvement initiatives within the GCO LATAM team, including the development of SOPs, training materials, and workflow enhancements to optimize operational efficiency.
• Provide operational management of the Global Clinical Operations office in Brazil & Latam:
• Actively drives on-boarding/off boarding of BeiGene employees and staff members coming through external vendors. Liaises with all necessary departments to ensure a smooth and seamless process
• Manages, under guidance and supervision of relevant GCO Latam leadership team members, the GCO Latam resource tracking incl. completion and submission of new resource requests for 3rd party service providers (FSP staff)
• Assists with budget tracking for the GCO Latam functional budget
• Assists with invoice approval and purchase order creation
• Responsible for the preparation, review and adaption of presentations and relevant documents (contracts, internal guidelines etc.) as required
• Maintains and improves the GCO Latam SharePoint as central source of information incl. site structure, content update, archiving etc.
• Proactively anticipates and manages calendar for Head GCO Brazil/Latam
• Assembles agenda topics, schedules/arranges meetings and maintains meeting trackers updated, schedules/arranges travel, processes expense reports as needed
• Schedules candidate interviews in close collaboration with the recruitment team
• Maintains and updates organizational chart
• Coordinates department related events (business related informal events)
• Upon request, may provide administrative support for non-clinical projects where GCO is a stakeholder department (documents filing, minutes taking, etc)
• Other tasks as assigned by ClinOps Head Brazil&Latam

Minimum Requirements – Education And Experience

• High School Education
• Experience in biotech, pharmaceuticals or a related field in the biotech/pharmaceutical industry is a plus but not required.

Other Qualifications

• Proven ability to work independently and effectively handle multiple priorities in a fast-paced environment
• A team player and ability to take initiative and lead
• Excellent interpersonal skills, strong organizational skills, and effective communication across all levels within an organization
• Proficient written and verbal communication skills
• Fluent in written and verbal English
• Spanish (preferred)
• Strong interpersonal skills, can do attitude and problem-solving skills
• Able to multi-task and meet compressed timelines

Supervisory Responsibilities: NA

Travel

Limited to no travel expected

Computer Skills: Efficient in Microsoft Word, Excel, MS Project, MS PowerPoint and Outlook

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

We are proud to be an equal opportunity employer and we value diversity. BeiGene does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.