Site Assistant

Teil II Primäres Ziel der Stelle / Part II Primary Job Objective

The Site Assistant provides high-level administrative and executive support to the Site Manager of MFG19 in Wuppertal and to the Managing Directors of WuXi Biologics Germany. In this role you will need to work well in a team environment, be able to represent the MD with professional courtesy and acumen and deliver flawless work output. Your daily routine also includes interaction with various functions and clients across the lines of businesses. Structure, attention to detail, quality focus, high energy and flexibility are key elements to the Site Assistant role to ensure a smooth operation of the country office in a high-paced organization.

Department Description

As Site Assistant, you will be joining an organization where people of all backgrounds and experiences are respected, and where we work together focused on changing lives. In this role you will report to the Site Manager MFG19.

Teil IV Berufliche Verantwortung / Part IV Job Responsibilities

• Serve as key country office contact for internal and external queries
• Oversee and support all administrative duties and contribute to the efficient operation of the country office and site operation function for facilities in Wuppertal.
• Develop and maintain relevant administrative systems, processes and procedures in line with best practice and company policy including but not limited to Site Assistance and Site Operation.
• Manage and file relevant company documents
• Manage professional scheduling for the Site Manager and MD, including agendas, meetings, itineraries, travel expense & invoices, site visits, conference calls
• Manage travel and accommodation arrangements, customer/client management and other company logistics
• Coordinate management of content and flow of information to senior management while understanding group priorities. Delegation of work to other staff as required by the Site Manager/MD.
• Office management to include, stationery, desk allocation.
• Coordinate the planning, organisation with senior management and WuXi Biologics colleagues globally as appropriate e.g. regarding relevant processes and procedures, site visits, events etc.
• Support MDs to develop, communicate and maintain the overarching business policies
• Liaise with Comms/PR Head Germany and contribute to effective communications with key stakeholders internal and external.
• Liaise with Legal Germany to protect business entity’s interest from compliance or legal risks
• Accountable that all required German registrations and reports statutory req. and submissions are done in a timely manner and content wise correctly (DUNS, business registration, statistical reports, etc.)

• Managing processes regarding the preparation, facilitation, protocol and follow-up of German entity leadership meetings, Executive Committee, Supervisory Board meetings and approval processes in an efficient and effective manner.
• Compose high quality emails drafts and presentations on behalf of the Executive’s

• Any other duties that may reasonably be requested from time to time by the MD

Person Specification

• Have a degree in business administration or similar
• Have gained experience abroad (studies or internship) in an international working environment
• Executive Assistant / Personal Assistant experience supporting senior leadership.
• High levels of integrity, judgment, & discretion in handling confidential information.
• High attention to detail, desire and aptitude for learning new skills and systems quickly.
• Detailed planning, time management and organizational skills are required.
• Have professional knowledge of Microsoft Office programs, in particular MS PowerPoint, MS Excel and MS Word
• Have excellent organizational skills with a very structured, pragmatic, analytic and proactive approach
• Find inspiration in working on the big picture with your colleagues
• Ability to ensure task execution and completion
• Sound ability to solve problems and to structure and simplify complex task
• Able to work efficiently and accurately when under pressure to meet tight deadlines.
• Strong teamwork skills. Ability to demonstrate initiative as well as accept direction.
• Ideally have gained experience in Project Management
• Ability to independently handle multiple projects and competing priorities.
• Make timely decisions using independent judgment on a regular basis.
• Have excellent English and German language skills in verbal and written communication

Bildungshintergrund und Erfahrung / Education Background and Experience

Qualifications/Experience:

• 3rd Level Qualification is desirable.
• Minimum of 5 years’ experience in an executive assistant role.
• Strong experience as a senior administrator in a dynamic, fast-moving environment
• Experienced in the set up and management of new systems, processes and procedures in line with best practice
• Experienced in creating content, flow and compose presentations for meetings and other matters.
• Strong experience in planning and managing events and meetings involving complex scheduling and logistics.
• Substantial experience working with a range of internal and external stakeholders and managing competing priorities at a senior level

Knowledge

• First class organisational and administrative skills
• Strong IT and numeracy skills
• Excellent written and verbal communication skills (in English and German)

Behavioural Competencies

• Excellent interpersonal skills and sound judgement
• Proactive, flexible, able to work as a team player and on own initiative to meet deadlines
• Resilient, resourceful and highly motivated. Can-do attitude and willingness to take on new challenges and skills
• Forward thinking, anticipates needs and manages risk
• Displays integrity and takes responsibility for own actions
• Approachable and friendly
• Results oriented, with the ability to manage multiple priorities in a short period of time.
• Collaborative and inclusive approach to work and colleagues.
• Excellent problem solving and troubleshooting skills.
• Engage cross functionally in conjunction with a diverse & regional team.
• Demonstrate strong ethics in adhering to company procedures and policies, regulatory standards, and our customers’ expectations

WuXi Biologics is an equal opportunities employer.