Job Application for Senior Administrative Assistant - Central Cluster (France & Benelux) at Ultragenyx Pharmaceutical

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Why Join Us?

Be a hero for our rare disease patients

At Ultragenyx, we fundamentally believe that taking real impactful action to care for the needs of patients and our people is always the right thing to do. To achieve this goal, our vision is to lead the future of rare disease medicine. For us, this means going where other biopharma companies won’t go – challenging the status quo and creating a new model that advances our field so more patients and caregivers can benefit from life-changing treatments. We do this by following the science, applying a novel rapid development approach, making innovative medicines at fair and reasonable prices, and creating a collaborative ecosystem to reach patients in ways that are most meaningful for them.

Our commitment and care for patients extends to our people, so culture is an essential cornerstone for Ultragenyx. We remain continuously focused on creating a supportive and inclusive environment of profound learning and growth – so employees can thrive in all areas of their lives, in and outside of work. Ultimately, we want to be an organization where we would be proud for our family, friends and children to work.

If you want to have a meaningful impact, do the best work of your career, and grow a lot, both professionally and personally, come join our team.

Position Summary:

ultradedicated – Your biggest challenges yield rare possibilities

Provide overall administrative support to the Central Cluster (France, Belgium, Netherlands, Luxembourg), collaborate with the European and Global teams.

Maintain strong rapport with the entire organization, use sound judgement and discretion in handling sensitive data. Have strong interpersonal and communication skills.

Point of contact for internal and external stakeholders. Responsible for office management. Provide contract and accounting and field team support.

Act in accordance with the rules of ethics and compliance, French LEA requirements and report any Pharmacovigilance event in accordance with internal rules.

Work Model:

Flex: This role will typically require onsite work 2-3 days each week, or more depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.

Responsibilities:

Office management

General administration & office management.
Point of contact for internal and external customers.
Oversee onboarding process for all new employees (equipment and workplace set up, coordinate & facilitate new hire orientation sessions, safety briefings)
Collaborate with finance and any other stakeholder to create reports, maintain SharePoint site, purchase requisitions, manage office expenses
Collaborate with Facility team (EHS, facility mapping, continuous improvement
Collaborate with IT team (IT infrastructure, point of contact for onsite support)

Accounting and contract support

Be the contract liaison
Create new vendors
Collaborate with Legal for contract set up and SOW
Manage POs and invoices and follow up with third party vendors

Field team support

Respond and manage requests from the team
Organize internal meetings and support logistics of external events like congresses.
Act as point of contact of field force: ensure that any event (RP, staff, local meeting) is implemented according to local regulations
Manage and follow the promotional material logistics in close collaboration with the teams

LEA and Transparency

Collaborate with external Service providers, provide administrative support for the organization of symposia, congresses
In collaboration with the external service provider: ensure that any event or activity is subject to a contract and a declaration, control of hospitality files, ensure HCPs contracts are in place, any other reports
Preparation of spreadsheet for "transparency of links" declarations, liaising with the Global Compliance team

Requirements:

Pharma Expertise: Extensive experience in the pharmaceutical industry in France with strong regulatory knowledge; familiarity with Benelux markets is a plus.
Multi-Country Project Delivery: Minimum 3+ years in high-level administrative or operational roles, with proven success managing complex, multi-country projects under tight deadlines.
Technology Leadership: Advanced proficiency in MS Office and O365 suite; skilled in virtual collaboration tools and able to guide team members in optimizing technology use.
Multilingual Proficiency: Fluent in French and English; Dutch is a plus.
Influential Communication: Outstanding verbal and written communication skills; adept at tailoring messages for senior leadership and international teams.
Operational Discipline: Highly organized and detail-oriented; experienced in handling time-sensitive and confidential information with discretion and diplomacy.
Client-Centric Mindset: Exceptional service orientation with active listening skills to anticipate and address diverse stakeholder needs.
Proactive Leadership: Resourceful self-starter with strong results focus; proven ability to prioritize, take initiative, and drive outcomes independently.
Strategic Problem-Solving: Recognizes gaps and opportunities; applies analytical and creative thinking to develop innovative solutions and ensure successful implementation.
Flexibility & Travel: Comfortable with ambiguity and shifting priorities; willingness to travel within the cluster and attend European events; hybrid work arrangement.

#LI-CT1 #LI-Hybrid

Full Time employees across the globe enjoy a range of benefits, including, but not limited to:

· Generous vacation time and public holidays observed by the company

· Volunteer days

· Long term incentive and Employee stock purchase plans or equivalent offerings

· Employee wellbeing benefits

· Fitness reimbursement

· Tuition sponsoring

· Professional development plans

* Benefits vary by region and country

Ultragenyx Pharmaceutical is an equal opportunity employer and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status, and any other status or classification protected by applicable federal, state, and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law, including individuals with disabilities, disabled veterans, for pregnancy, childbirth, and related medical conditions, and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application, or in any part of the recruitment process, you may contact Talent Acquisition by emailing us at talentacquisition@ultragenyx.com.

See our CCPA Employee and Applicant Privacy Notice.

See our Privacy Policy.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Note to External Recruiters: All candidate activity and open positions are managed strictly through our Human Resources Department. Our Human Resources Department kindly requests that recruiters not contact employees/hiring managers directly in an attempt to solicit business and present candidates. Please note that failure to comply with this request will be a factor in determining a professional relationship with our organization. Submission of unsolicited resumes prior to an agreement set in place between the Human Resources Department and the recruiting agency will not create any implied obligation. Inquiries on developing a recruiting relationship with us, may be directed to: talentacquisition@ultragenyx.com.

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Senior Administrative Assistant - Central Cluster (France & Benelux)

Position Summary:

Work Model:

Responsibilities:

Requirements:

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