Executive Assistant & Office Coordinator

Job Description

Req #: 2000184
Location: SEVILLA, Spain
Job Category: Administrative Support
Work Location: Calle Isaac Newton 41092
Organization: Administrative Assistant
Employee Status: Full-time
Job Type: Regular

Purpose
Under the direction of Director Operations & Strategy, this individual will be responsible for coordinating and executing administrative support for senior members of the CITRE Management Team and, as an Office Coordinator, will help also to manage certain aspects of day-to-day center operations including EHS activities.
An ability to handle sensitive and confidential material is critical to the position. In addition, strong organizational, prioritization, interpersonal and fluent Spanish and English communication skills are required.
Responsibilities will include, but are not limited to:
• Provide day-to-day administrative support to members of the Management Team.
• Manage calendars and update monthly schedules.
• Organize and attend Board of Directors and Management Team meetings. Track reports and action items.
• Management Team meetings: scheduling, organization, take minutes, track action items.
• Scheduling, organizing and recording for center-wide staff meetings.
• Organize and record meeting and congress attendance for CITRE Management Team.
• Arrange and schedule travel itineraries for Management Team, plus related activities including expense reports.
• Coordinate and oversee international travel itineraries for center members.
• Open, sort and distribute mail, fax documents, keep files, order and maintain office supplies.
• Screen telephone calls and provide coverage for Management Team members.
• Acts as an “approachable ambassador” for the CITRE Management Team and for the center as a whole.
• Control of POs/Invoices for T&E vendors.
• Point of contact for the organization.
Office Coordination
• Ensure smooth running of the office.
• Provide general support to visitors.
• Liaise with facility management vendors, including cleaning, catering and security services among others.
• Address employee queries regarding office management issues (e.g. stationery, travel arrangements).
• Order supplies of stationery and equipment as required.
• Report any facilities-related matters to building maintenance/management and resolve in a timely manner.
• Coordinate in-house or off-site team activities and ad hoc events as required.
• Coordinate training activities as required.
EHS Coordination
• Ensure the business is compliant with Environmental Health and Safety legislation.
• Maintain and update as needed SOPs for all safe work practices and equipment.
• Ensure compliance of contractor personnel with company policies and safety requirements while on-site.
• Provide advice, assist, and perform regular audits to ensure that effective EHS is implemented and working.
• Review accidents and incidents and conduct field audits, reporting and managing corrective actions.
• Maintain filing systems regarding worker training and safety.
• Take responsibility for Fire drill duties.
• Act according to Manual of Good Environmental Practices and ensure proper segregation of waste materials.
• Lead the Emergency Response Team and comply with company policies and procedures.
Skills/Knowledge Required:
Educational Background and Complementary Knowledge
• A business/administrative school graduate or equivalent prior industry experience.
• Computer Literature: Strong knowledge at user level of Microsoft Office, including advanced skills in Microsoft Word, Outlook, PowerPoint and strong computer acumen. Excel Skills at an intermediate level is a plus.
• Fluent in written and spoken English.
Work Experience
• 5 + years of Executive Administrative Assistant experience and five plus years supporting a corporate officer preferred.
• Substantial demonstrable experience of having performed the duties outlined in an industry or academic research setting.
Skills
• Must have strong interpersonal skills.
• Team player and be willing to work in an environment where individual initiative and accountability to the team are required.
• Must be able to handle confidential information appropriately.
• Must be able to work with autonomy.
• Ability to function productively in a fast paced and changing environment.
• Excellent written and verbal communication skills.
• Strong identification with company values.

About Us
COMMITTED TO IMPROVING THE LIVES OF PATIENTS WORLDWIDE
At Celgene, we seek to deliver truly innovative and life-changing drugs for our patients. Our vision as a company is to build a major global biopharmaceutical corporation while focusing on the discovery, the development, and the commercialization of products for the treatment of cancer and other severe, immune, inflammatory conditions.
"At Celgene, we seek to deliver truly innovative and life-changing drugs for our patients."
There are more than 300 clinical trials at major medical centers using compounds from Celgene. Investigational compounds are being studied for patients with incurable hematological and solid tumor cancers, including multiple myeloma, myelodysplastic syndromes, chronic lymphocytic leukemia (CLL), non-Hodgkin’s lymphoma (NHL), triple-negative breast cancer and pancreatic cancer. As committed as we are to clinical accomplishment, we are equally committed to patient support, which is a guiding principle at Celgene. We believe all who can benefit from our discoveries should have the opportunity to do so. Celgene puts patients first with industry-leading programs that provide information, support and access to our innovative therapies.