Executive Assistant, Regulatory Affairs

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

Job summary

BeOne Medicines USA is seeking an Executive Assistant to support the Europe and International Regulatory Affairs teams. The role covers calendar management, interview scheduling, travel coordination and broader administrative tasks across global partners.

The ideal candidate has excellent communication, discretion with confidential matters, and the ability to work independently in a fast-paced, multinational environment. English required; German or French a plus.

Qualifications

• Extensive experience in efficient multi-tasking between business partners and priorities.
• Experience in handling highly confidential matters with discretion and tenacity.
• Ability to work independently in a fast-paced environment.
• Strong organizational and communication skills.
• Positive can-do attitude with a sense of humor.
• Excellent written and verbal English; German and/or French a plus.

Responsibilities

• Manage Europe, APAC and New Market Regulatory meetings with invites, agendas, minutes, slides, recordings, and action items.
• Coordinate travel arrangements for Regulatory Affairs Europe and International leadership team members.
• Enter and submit expense reports for Regulatory Affairs Europe and International leadership team members.
• Day-to-day calendar management for Head of Regulatory Affairs Europe and International.
• Schedule candidate phone, video, and in-office interviews; coordinate onboarding schedules.
• Raising POs, invoice checking and contract approvals as required.
• Document management via DocuSign, obtain wet signatures and notarization when needed.
• Coordinate meetings across time zones and with local catering needs; liaise with Events planning/workplace services.

Skills

Multitasking

Discretion

Independent work

Organizational skills

Communication skills

English required

German or French

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.

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' 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. In addition, 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

Supervisory Responsibilities: Not applicable

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.

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

Computer Skills:

• Good to advanced knowledge of Microsoft Word, Excel, PowerPoint, SharePoint and Outlook

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 d