Executive Assistant

BeiGene, Ltd. has proposed to change its name to BeOne Medicines Ltd. The new name is subject to shareholder approval and, once approved, use of the name will be phased in over 2025. There may be instances where “BeiGene” or “BeOne” are used to describe the company during this transition period. 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:

Reporting to the General Manager, Canada, the Executive Assistant will support the Canadian Leadership Team (CLT) and the Canadian affiliate operations.  The person in this role will need to be an experienced problem-solver with exceptional flexibility to work across multiple disciplines and functions.  The ideal candidate will have exceptional communication skills, the ability to manage the needs of many, be self-motivated, and demonstrate resourcefulness in building relationships across the global organization.  This position will be responsible for Canadian affiliate support which includes but is not limited to acting as the business liaison for the procurement process, scheduling and coordinating meetings or interviews, travel coordination, processing incoming and outgoing communications, and other responsibilities as assigned.   

Role Responsibilities:

• Provide comprehensive support to CLT and other team members, including managing and organizing calendars, scheduling CLT meetings (including sending invites, preparing agendas, and documenting action items/meeting notes), coordinating team-building events, and maintaining CLT electronic files and documentation.
• Manage complex calendaring, scheduling, and travel arrangements for designated senior leaders and team members, ensuring efficiency and cost-effectiveness.
• Coordinate candidate phone, video, and in-office interviews.
• Understand business priorities and proactively identify ways to streamline support processes as the affiliate grows.
• Manage contracts and confidentiality agreements, including assisting with preparation, ensuring proper execution and timely upload to contract management systems, and maintaining their lifespan in partnership with other departments.
• Act as the Business Liaison for the procurement process, including managing vendor setup and updates via Procurement SharePoint, creating and updating Purchase Requests (PRs) and Purchase Orders (POs) via ARIBA, submitting invoices to Accounts Payable (A/P) and following up on payments, and investigating and resolving invoice discrepancies.
• Attend training and meetings with procurement, legal, and contracts teams to stay informed on best practices and new processes.
• Build and maintain strong relationships with external partners (via the core business's needs), the team, and internal cross-functional partners to achieve company goals.
• Ensure and maintain confidentiality of all appropriate communications and documentation.
• Manage expense reports for designated senior leaders as requested.
• Oversee Grant, Donation, and Sponsorship processes, including managing payments (ensuring timely and accurate processing and alignment with Compliance), developing and maintaining a tracking system, and leading monthly CLT reviews of GDS spend.
• Manage and update the conference tracking system, collaborate with conference leads, Sales Manager & Marketing Director to prepare for conferences, and ensure all conference sponsorship agreements are signed, attendees and sponsorship levels are confirmed, and payments are received.
• Manage the Canadian office, serving as the main contact to the Property Manager, coordinating office renovations, repairs and maintenance, completing Fire & Safety inspections and compliance, acting as the point of contact for IT-related inquiries and requests, managing office supplies, overseeing mail and courier requests, maintaining the office kitchen, and providing visitor liaison services.
• Provide administrative and logistical support for meetings and events, including catering arrangements, and managing event logistics for the National Meeting and POA meetings.
• Provide and schedule training on new processes/systems to the Canada Team and new hires.

Education Required:

• Relevant diploma, degree or professional training in business administration.  
• Advanced computer skills required.  

Qualifications:

• 5+ years' experience assisting high-level leaders; pharma experience an asset; multiple disciplines a plus.
• Extensive experience in efficiently multi-tasking between business partners and priorities.  
• Ability to take on increased responsibility as the company grow.s  
• Ability to independently work in an ambiguous yet fast-paced environment with constantly changing priorities.  
• Strong organizational skills, team-oriented philosophy, and problem-solving skills.  
• Excellent interpersonal, oral and written communication skills.  
• Superior teamwork skills through open, authentic communication and respect for individual differences.  
• Demonstrated ability to relate well with all levels of management and peers. 
• A positive can-do attitude; Sense of humor is highly valued.  

Computer Skills

• PC and highly skilled in Microsoft applications (Outlook, Word, Excel, PowerPoint, Teams) as well as Adobe PDF, Concur and Zoom. SAP a plus.  

Travel

• Infrequent travel related to offsite meeting support/coordination.  

Global Competencies

When we exhibit our values of Patients First, Driving Excellence, Bold Ingenuity, and Collaborative Spirit, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

• 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

We are proud to be an equal opportunity employer and we value diversity. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.