Executive Assistant, Regulatory Affairs

BeOne Medicines I GmbH; Basel; On-site; CHF 102,000 - 127,000; Full time

Job summary

BeOne Medicines Ltd. in Basel is seeking an Executive Assistant to support the Europe and International Regulatory Affairs team. The role involves calendar management, travel coordination, meetings, and liaison with senior leaders.

You will coordinate complex schedules across time zones, arrange interviews, manage expenses, and support regulatory events. English is mandatory; German and French are a plus. Strong discretion and communication skills are essential.

Qualifications

• Extensive experience multitasking between partners and priorities.
• Ability to work in dynamic fast-changing environment.
• Experience handling confidential matters with discretion and tenacity.
• Willingness to take on increased responsibility as the company grows.
• Ability to work independently in a fast-paced setting.
• Strong organizational and communication skills, team-oriented mindset.
• Excellent written and verbal communication; English required; German/French a plus.

Responsibilities

• Manage Europe, APAC and New Market Regulatory meetings, including invites, agendas, minutes, slides, recordings and action items.
• Coordinate communication plans and Teams channels when needed.
• Manage Head of RA Europe & International calendar and act as POC.
• Organize and coordinate meetings and off-site events.
• Arrange complex travel for Regulatory Affairs Europe and International leadership.
• Enter and submit expense reports for RA leadership.
• Calendar management for Head of Regulatory Affairs Europe & International.
• Schedule candidate interviews (phone, video, in-office).
• Coordinate initial schedules for new hires.
• Assist in planning and executing Regulatory Affairs events.
• Raising POs, invoice checks, and contract approvals as required.
• Document management via DocuSign; obtain wet signatures as needed.
• Coordinate global/regional meetings across time zones.
• Arrange local catering with Events/workplace services.
• Build partnerships with GRA Exec Assistants for cross-functional support.

Skills

Multitasking

Discretion

Independent work

Organizational skills

Communication skills

English (mandatory)

German (plus)

French (plus)

Education

N/A

Tools

Microsoft Word

Excel

PowerPoint

SharePoint

Outlook

Job description

BeOne 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.

The Executive Assistant, Regulatory Affairs will be responsible for providing general administrative support to the Europe and International Regulatory Affairs team.

Support will include but is not limited to scheduling and coordinating meetings, scheduling candidate interviews, travel coordination, and other responsibilities as assigned.

Additionally, the ideal candidate will have exceptional communication skills, the ability to manage the needs of many, be self-motivated, and demonstrate resourcefulness in building relationships across the global BeOne organization.

Essential Functions of the job:

• Manage Europe, APAC and New Market Regulatory meetings. Responsibilities include sending calendar invites, agendas, minutes, slides, recordings, and action items.
• Support with communication plan (as needed) Teams's channels/Group Chat Maintenance.
• Managing Head of RA Europe & International calendar (incl. 121s) & act as POC.
• Organize and coordinate meetings as needed.
• Plan and coordinate off-site meetings as needed.
• Arrange complex travel for Regulatory Affairs Europe and International leadership team members.
• Responsible for entering and submitting expense reports for Regulatory Affairs Europe and International leadership team members.
• Day-to-day calendar management for the Head Regulatory Affairs Europe and International.
• Schedule and coordinate candidate phone, video, and in-office interviews.
• Responsible for coordinating initial schedules for new hires.
• May be asked to participate in the planning and execution of Regulatory Affairs events.
• Raising PO's, invoice checking and tracking, including those from Health Authorities, and creating contract approvals as required.
• General admin support as needed.
• Document management via DocuSign.
• Obtain wet signatures and document notarization and legalization when required.
• Manage complex/heavy calendaring, scheduling, and meetings effectively, including global/regional meetings with participants from different time zones, as requested.
• Coordinate local catering needs for different meetings and events partnering with Events planning and/or workplace services.
• Assist with travel arrangements including support for booking travel, trusted traveler and VISAs.
• Build strong partnerships with GRA Executive Assistants and Senior Administrative Assistants to coordinate logistics, align on administrative needs, and provide cohesive support for cross-functional and leadership initiatives.
• Any other duties as assigned undefined.

Qualification Required:

• Extensive experience in efficient multi-tasking between business partners and priorities.
• Use to work in a dynamic and fast-changing environment.
• Experience in handling highly critical and confidential matters with the highest level of discretion and tenacity.
• Ability to take on increased responsibility as the company grows.
• Ability to work independently in a fast-paced environment.
• Strong organizational and communication skills, team-oriented philosophy and problem-solving skills.
• Demonstrate ability to relate well with all levels of management and peers.
• A positive can-do attitude, sense of humor is highly valued.
• Strong written and verbal communication skills, English mandatory, German & French is a plus.
• Computer Skills: Good to advanced knowledge of Microsoft Word, Excel, PowerPoint, SharePoint and Outlook.

Other Qualifications:

• Good experience in efficiently multi-tasking between business partners and priorities.
• Used to work in a dynamic and fast-changing environment.
• Ability to take on increased responsibility as needed.
• Ability to work independently in a fast-paced environment.
• Good organizational and communication skills, team-oriented philosophy, and problem-solving skills.
• Demonstrated ability to relate well with all levels of management and peers.
• A positive can-do attitude: sense of humor is highly valued.
• Strong written and verbal communication skills, English mandatory, German and/or French is a plus.

Travel: Limited to no travel expected.

Salary Range Switzerland: 101,600.00 CHF - 127,000.00 CHF

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

We are proud to be an equal opportunity employer. BeOne 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.

BeOne is a global oncology company that is discovering and developing innovative treatments that are more affordable and accessible to cancer patients worldwide. With a broad portfolio, we are expediting development of our diverse pipeline of novel therapeutics through our internal capabilities and collaborations. We are committed to radically improving access to medicines for far more patients who need them. Our growing global team of more than 11,000 colleagues spans six continents. To learn more about BeOne, please visit www.beonemedicines.com and follow us on LinkedIn, X (formerly known as Twitter), Facebook and Instagram. For more information, please visit the link to explore job opportunities in China Mainland. China Mainland Job Posting At BeOne, how we work is just as important as the work we do. Below are our Values that determine the decisions we make and how we do things. Patients First Driving Excellence Bold Ingenuity Collaborative Spirit