Administrative Assistant

Job title:

Administrative Assistant

Company:

Terumo BCT

Job description

JOB TITLE: Administrative AssistantJOB SUMMARYThe role involves providing support to the Deputy General Counsel and the EMEA Law Department. This primarily includes supporting the administrative, organizational and procedural aspects of the position of Deputy General Counsel, and secondarily the EMEA Law Department by assisting the department in its digital transformation with the simplification of processes and workflows through the recourse to digital tools.ESSENTIAL DUTIESTo strengthen the international role of Deputy General Counsel, and the EMEA Law Department which comprises of 2 in-house lawyers, 1 compliance specialist, and 1 paralegal, Terumo BCT is seeking a Legal Assistant Associate with expertise in office and document management, corporate housekeeping, and other administrative tasks.
As a part of the team, your main duties and responsibilities will be:Administrative support of the manager:

• Expense management,
• Travel and lodging management,
• Agenda management,
• Event participation organization and management,
• Document management.

Administrative support of the team:

• Expense management,
• Electronic and physical storage and document organization,
• Cross function and regional liaison.

Contract life cycle management:

• Ensuring contracts and related documents are accurately entered, organized, and maintained in our contract management system,
• Assisting in tracking contract lifecycles, ensuring compliance, and facilitating communication between various stakeholders involved in contract processes,
• Preparing (electronic) cover letters and envelopes, and sending agreements to counterparty for signature,
• Sending copies of executed agreements to the requestors and relevant departments.

Distributors administrative management:

• Creating, organizing, storing, and retrieving data and documents in Navex Risk Rate system, as well as ensuring that they are accurate, updated, and accessible to authorized personnel,
• Support the effective operation of our distributor management system (Navex Risk Rate) in day-to-day matters and audits.

Corporate housekeeping:

• Contacting local authorities, government agencies and similar,
• Ordering and managing appropriate corporate documents (i.e. various certificates, extracts of trade register, criminal records, copies of passports) and coordinate the legalization procedure with the notary and the relevant authorities where needed,
• Managing routine corporate housekeeping matters, in collaboration with the paralegal, relating to the company’s EMEA legal entities and branches,
• Preparing visa application letters/second passport letters upon request,
• Compiling activities reports as needed,
• Amending letterheads upon any entity/corporate changes.

Compliance:

• Organizing and participating in Regional Compliance Committee and similar committees and meetings, report on minutes & follow up on actions, some of which may be confidential,
• Transparency obligation: keeping internal records of educational grants and transfers of value made to HCP/HCO and manage related reports,
• Liaison with other functions in data collection and reporting.

MINIMUM QUALIFICATION REQUIREMENTSEducation
Requires a minimum of Secondary Educational qualification. A degree/diploma/certificate in office administration or similar field is preferred.Experience
Minimum 5 years’ experience in office administration in a multinational company. Experience as a legal or notarial secretary would be a plus.Skills

• Ability to deal effectively with complexity.
• Ability to plan and meet deadlines, prioritize, and handle several projects simultaneously.
• Good knowledge of English, both verbal and written. Good verbal and written communication skills in other European languages are an added value.
• Broad base understanding and proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook). Knowledge in operational systems, data language, (Power BI, SAP and similar tools) would be a plus.

Expected salary

Location

Bruxelles

Job date

Sat, 22 Feb 2025 01:12:00 GMT

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