Senior Administrative Assistant

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.

General Description

The Senior Administrative Assistant will be responsible for providing support to various teams within BeiGene.

This role reports to the General Manager and includes on-site administrative responsibilities such as:

Coordinating meetings and events, Managing office equipment and supplies, Document filing and organization, Handling payments, finances, and expense monitoring, Tracking the annual budget with attention to departmental allocations, Vendors onboarding in the system, contract generation for each vendor, and issuing purchase orders (POs), Liaising with the leasing company for car rentals, including traffic report management, Managing the file library across systems, Preparing monthly, quarterly, and annual presentations based on available data, including chart exports. Medical Department Support: Conferences: obtaining price quotes from vendors, tracking sponsorship agreements for events, Booking hotel accommodations for office staff attending conferences, Coordinating with event production companies, Preparing letters of support for physicians attending international conferences, in collaboration with hospitals, Managing accommodation and registration matters with international event organizers for physicians, Support for Market Access and Commercial Teams: Coordinating meetings with HMOs and physicians, Submitting materials to the Ministry of Health as part of reimbursement and health basket processes.

Essential Functions Of The Job

• Organize and schedule meetings as needed for various departments.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment needs.
• Manage relationships with vendors, service providers and Building Management
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Provide general support to visitors.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems.
• Responsible for greeting and coordinating orientation to new employees.
• Responsible for coordinating onboarding process for new employees including request and set up of equipment.
• Participate actively in the planning and execution of company events on a quarterly basis.
• Monitor and maintain office supplies inventory.
• Review and approve office supply acquisitions.
• Assist with travel arrangements for senior members of the company and contractors as needed.
• Conduct clerical duties, including filing, responding to emails, and preparing documents.
• Handles expenses and reconciles corporate credit card expenses on a monthly basis.
• Financial management and control in front of an external accounting office - TMF
• Follow up on compliance with the annual budget allocated to all departments while also emphasizing expenses by quarters.
• Opening Vendors in the system
• Sending contracts to vendors and follow-up - contract request / creation of contracts according to the requested service and follow-up until final signature.
• Conferences - receiving price offers from relevant suppliers, monitoring the signing of contracts with the suppliers and with the production companies, booking rooms for the office employees at conferences, dealing with the production companies of the conferences.
• contact with the car rental leasing company - management of traffic reports, payments, etc.
• Managing and leading the issue of SOP's in the company.
• managing the file library in the systems, adjusting procedures for the local
  
  

• 5 -7 years of relevant industry experience in administrative area.
• Fluency in English
• Able to facilitate interactions with other departments within BeiGene and external parties
  
  

• Microsoft Office, Teams, Zoom.
  
  

• 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