Assistant to Medical Communities Team

Assistant to Medical Communities Team

UCB – Union Chimique Belge

Brussels, Belgium

We are looking for a Team Assistant who is proactive, adaptable, and collaborative to join us in our Global Medical Excellence team, based in our Brussels office in Belgium.

About the role

You will be working in a team that supports senior leaders in driving strategic initiatives, optimizing operational efficiency, and fostering collaboration across global medical teams. Your role is pivotal in enabling leaders to deliver on key projects and facilitate smooth operations.

What you’ll do

• Manage complex calendars, appointments, and travel arrangements for senior leaders, ensuring effective prioritization and time management;
• Organize meetings, events, and business trips, including logistics, agendas, and technical support;
• Prepare meeting materials, take minutes, track action items, and support onboarding and team-building activities;
• Assist in coordinating key projects and deliverables, supporting communications and presentation development;
• Prepare expense reports, manage purchase orders, and support budget monitoring for events and initiatives, including contract management;
• Serve as a trusted liaison between leaders, teams, and stakeholders, maintaining professionalism and confidentiality.

Interested? For this role we’re looking for the following education, experience and skills

• Bachelor’s degree and at least five years’ experience as a group assistant in a fast-paced, global environment, including supporting senior leaders;
• Proven ability to manage ambiguity, prioritize conflicting needs, and deliver results under deadline pressure;
• Advanced proficiency in Microsoft Office Suite; SAP invoice tracking, contract management system, Docusign, and affinity to improve efficiency with a.i.;
• Strong communication, organizational, and relationship-building skills;
• Experience supporting senior leaders in medical, scientific, or patient engagement environments is an advantage;
• Previous experience in engaging with external stakeholders in a professional and compliant way would be appreciated;
• Ability to handle confidential and sensitive matters with integrity; proactive and open to feedback;
• High proficiency in English, both written and spoken; other languages are a plus.