Position Summary:

ultraimpact – Make a difference for those who need it most

Provide advanced executive administrative support to the Ultragenyx Turkey team. Maintain strong rapport with the entire organization, using sound judgement and discretion in handling sensitive data while possessing strong interpersonal and communication skills. Fill a critical role, serving as the primary point of contact for internal and external stakeholders, and a very diverse role covering office management, administrative support, as well as some regulatory tasks. Act in accordance with the rules of ethics and compliance and report any Pharmacovigilance event in accordance with internal rules.

Work Model:

Remote: Officially documented as working full-time from home, with travel to Ultragenyx's offices or other locations on occasion as needed.

Responsibilities:

Office management

• General administration & office management (mail processing, stationery, facility coordination, interface with IT Corporate, telephony)
• First point of contact for internal and external customers
• Admin and infrastructure set up for new hires (employees and contractors)
• Management of the operating guidelines for the network (cars, telephones, computers, administration).
• Coordinate administrative tasks of the onboarding process for all new people in Turkey LO, including equipment and workplace set up, coordinate & facilitate new hire orientation sessions, onboarding trainings, safety briefings – work with all involved stakeholders to maintain and update process
• Liaison with Finance: create reports, maintain SharePoint site, purchase requisitions, manage office expenses, support legal and contract owners on Third party agreements (standard contracts, Needs assessment form)
• Review, create and maintain sustainable office procedures, filing systems, reports and record keeping method
• Liaison with global IT team (IT infrastructure, point of contact for onsite support)

Field team support

• Respond and manage requests from the team
• Practical organization of network meetings (logistics, hotel and travel booking)
• Act as point of contact of field force: ensure that any event (staff, local meeting) is implemented according to the MoH regulations; manage a follow-up file of events per area
• Manage and follow the diagnostic kit logistics in close collaboration with the Field Force Team
• Assist operational activities
• Management and monitoring of service providers, negotiation of quotes, management of expenditure commitments and purchase orders
• Partner with and support the communication agency in charge of congress logistics and symposia
• Follow-up of supply chain orders and invoices for Europe Supply Chain Organization

Medical Activities and Transparency

• In collaboration with the external Service provider, medical activities administrative support for the organization of major congress for the subsidiary,
• In collaboration with the external service provider:
• Ensure that any event or activity are subject to a contract
• Consultants' contracts
• Collecting of invoices and reports
• Preparation of event documentation and archiving, liaising with the Global Compliance team
• Support of Clinical Trial Team and Regulatory Affairs Team for logistics

Requirements:

• 5+ years’ experience working in administrative or operational roles with project lead assignments are preferred
• Able to deliver to tight deadlines, comfortable with ambiguity, and shifting priorities
• Strong organizational and planning skills in a fast-paced environment
• Outstanding service mindset; Active listening skills with the ability to understand others’ perspectives, needs, or expectations
• High attention to detail
• Result oriented
• Excellent organizational skills
• Excellent interpersonal and communications skills, enjoying teamwork
• Regularly works with time-sensitive and confidential information while exercising tact, diplomacy and discretion
• Excellent computer skills (Word, Excel, PowerPoint, MS Office)
• Fluent in Turkish and English (regular written and oral communication with the Global teams)

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