Shire Executive Assistant & Office Manager in Budapest (Baxalta), Hungary

Primary Duties

Responsible for supporting the commercial department and the department Managers in communication, billing, promotional campaigns and other projects within the department.

Responsibilities

  • Provides administrative assistance to the Manager and support team in routine tasks;

  • Prepares correspondence, handles telephone calls and mail, arranges travel and reconciles business expenses.

  • Administrate business operation system, prepare and upload documents to the system, track all process.

  • Collects and prepares information for use in discussions/meetings.

  • Support the work of a manager and managed by the department;

  • Coordination and organization of meetings, conferences, trips;

  • Coordination of the flow of documents and ensuring the proper conduct of information in local language

  • and English;

  • Control of the budget heading;

  • Settlement of invoices and travel expenses;

  • Support in the creation and production of sales support;

  • Support the implementation of the projects currently being conducted by the department.

  • Responsible and held accountable for various tasks within a department or function. Very focused in specialized area.

  • Coordinates events and activities.

  • Produces and analyze standard and specific reports as needed.

  • Updates and develops policies and internal processes.

  • Processes paperwork for department (i.e. Standard Operating Procedures - SOP's, Licenses).

  • Operates within specific guidelines both internally and externally.

  • May train or provide guidance to others.

  • May coordinate customer visits and recalls.

  • May be responsible for budget tracking.

  • Involvement in complex projects.

  • Coordinates office administrative operations (suppliers, invoices)

Education and Experience Requirements

  • Bachelor’s degree or equivalent experience is required with two or more years of successful administrative experience.

  • Demonstrates highly effective interpersonal skills and the ability to continually demonstrate tact and diplomacy.

  • Very accurate, detail oriented.

  • Possesses very strong organizational, reasoning and problem solving abilities.

  • Maintains a pro- active approach to all situations, with the ability to anticipate problems and come up with appropriate solutions.

  • Maintains confidentiality on all levels and at all times.

  • Demonstrates proficiency in MS Office technologies; independent user of Excel, Word and PowerPoint. Possesses good oral and written communication skills in English.

Key Skills, Abilities, and Competencies

  • Customer Focus

  • Ability to prioritise and time-management skills

  • Demonstrated ability to work cross-functionally

  • Strong interpersonal & communication skills

  • Confidence and willingness to take on new challenges and manage multiple projects

Complexity and Problem Solving

  • Disciplined, independent in executing tasks, but also a strong team player

  • Driven to deliver high quality service

Internal and External Contacts

  • internal colleagues, external providers

  • local marketing end event contacts

Other Job Requirements

  • Occasional travel

Notice to Employment / Recruitment Agents:

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire’s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We strive to develop best-in-class products, many of which are available in more than 100 countries, across core therapeutic areas including Hematology, Immunology, Neuroscience, Ophthalmics, Lysosomal Storage Disorders, Gastrointestinal/Internal Medicine/Endocrine and Hereditary Angioedema; and a growing franchise in Oncology.

Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.