ultrafocused – Work together to fearlessly uncover new possibilities
Provides administrative support for the UK/Northern Cluster team. Responsibilities include project management of disease awareness initiatives, contracts liaison, administrative support, meeting management, travel arrangements, purchase order management and invoice processing. Primary phone contact and query management.
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:1. Execute administrative tasks which may involve exposure to highly confidential information.
2. Independent execution of promotional projects, including selection, appointment and registration of vendors, obtaining quotes, and oversee implementation.
3. Ensure compliance with Legal processes and alignment with Global Healthcare Compliance requirements before initiating execution of different projects
4. Responsible for all Contracts creation and management in iCertis
5. Budget management and quarterly reconciliations with Finance
6. Creation and management of purchase orders and processing of payable invoices on iProcurement.
7. Website maintenance and updating.
8. Compliance documentation and record retention management.
9. Manage the schedules of those supported; schedules meetings and makes travel arrangements for department members, visitors, partners and vendors as necessary.
10. Organizes and attends cluster and cycle meetings, takes and distributes meeting minutes.
11. Accountable for meeting planning and organization; schedules attendees, books conference rooms, arrange catering, prepare presentations, compiles notebooks, meeting materials, handouts, etc.
12. Prepares correspondence, spreadsheet reports and presentations as directed.
13. Maintain and update the UK and Nordics SharePoint sites
14. Manage the Northern Cluster shared mailbox and calendar.
15. Uploads all relevant HCPs initiatives documentation on the Legal/Compliance SharePoint site
16. Responsible for completing and maintaining yearly Disclosure (Transfer of Value) trackers for all HCPs/HCOs related activities
17. Create and maintain trackers for general contracts, HCPs Travel &Education grants, Sponsorships and budget trackers
18. Maintain the Northern Cluster master materials tracker and coordinate it with the EMEA MRC monthly planners
19. Manage and follow the promotional material logistics in close collaboration with the Field Force and the General Manager.
20. Provides telephone support and manages queries.
Requirements:1. Extensive Experience: Minimum 3+ years in high-level administrative or operational roles with demonstrated success leading complex, multi-country projects
2. Multilingual Proficiency: Fluent in English.
3. Technology Leadership: Advanced user of MS Office and O365 suite, with strong capability in virtual collaboration tools; able to guide and support EU team members in optimizing technology use.
4. Client-Centric Mindset: Exceptional service orientation with active listening skills to anticipate and address diverse stakeholder needs.
5. Adaptive Communication: Skilled at tailoring communication style to varied audiences, including senior leadership and international teams.
6. Executive-Level Communication: Outstanding verbal and written skills—clear, concise, and consistent across all formats.
7. Operational Discipline: Highly organized and detail-oriented; adept at managing time sensitive and confidential information with discretion and diplomacy.
8. Proactive Leadership: Resourceful self-starter with strong results focus; proven ability to prioritize, take initiative, and drive outcomes independently while maintaining operational discipline and confidentiality.
9. Strategic Problem-Solving: Recognizes gaps and opportunities; applies analytical and creative thinking to develop innovative solutions and ensures successful implementation through ownership and accountability.
10. Compliance: Familiar with ABPI code and compliance regulations applicable to the Pharmaceutical Industry in the UK.
Key Skills and Competencies:1. Extensive working knowledge of MS Word, MS Outlook (or equivalent).
2. Advanced knowledge of MS Excel & PowerPoint (or equivalent).
3. Experience with purchase orders and accounts management systems/software and WordPress.
4. Experience with creating and managing contracts
5. Experience with budgets tracking and reconciliations
6. Requires strong attention to detail in composing materials, establishing priorities.
7. Commitment to highest standards of business integrity and impeccable compliance track record.
8. Must be able to work independently and collaboratively, in a fast-paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
9. Strong interpersonal skills: position continually requires demonstrated poise, tact and diplomacy.
10. Must be able to handle confidential information and issues effectively and without breach of confidentiality.
#LI-DNP
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].
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.
