What are the responsibilities and job description for the Executive Assistant to General Counsel and Corporate Secretary Office position at Galapagos?
Pleased to meet you! We are GALAPAGOS, headquartered in Belgium and growing our executive team in the U.S., with a mission to focus on delivering best-in-class medicines with transformational impact for patients by accelerating life-changing science and innovation in areas of high unmet need, primarily immunology and oncology.
We are looking for an Executive Assistant to General Counsel and Corporate Secretary Office
Scope of the job
Do you excel in providing executive support to top senior leadership. Are you ready to be the right hand to our General Counsel and play a pivotal role in the Legal, Privacy, and Compliance functions of GALAPAGOS, a leading biotechnology company?
Are you ready to transform lives and be part of a journey like no other? We're on a mission to uncover groundbreaking medicines that enhance the quality of life, and we're inviting experienced individuals like you to join us. In every challenge, we see your opportunity. We're seeking pioneers, not just employees. We are seeking thought leaders and rapid thinkers, individuals who possess an entrepreneurial spirit and have no tolerance for the status quo.
We seek collaborative innovators and unwavering idealists. In short, we're in search of the best-in-class, and that's where you come in. You are the 'Make-it-Happener' with a proactive problem-solving, ‘no task too big’ and ‘no task too small,’ mindset.
Your passion, innovation, and drive will shape the future of life-improving medicines. If you're ready to pioneer for patients, challenge the norm, and create transformative solutions, then we're excited to meet you.
Your role
POSITION SUMMARY:
Provide comprehensive administrative and operational support to the General Counsel (GC) and Legal & Compliance team. Act as a trusted partner to the GC, enabling the effective execution of priorities, ensuring operational excellence, and fostering collaboration across departments and leadership levels.
KEY RESPONSIBILITIES:
Executive Support
Serve as the primary point of contact for the GC and Legal function.
Manage the GC’s calendar, travel logistics, priorities, and follow-up on action items.
Coordinate and organize meetings, events, and high-level engagements (e.g., ExCom, Management Committee, Board).
Handle confidential information and exercise sound judgment in decision-making.
Legal and Administrative Operations
Provide administrative support to the Legal team and Corporate Secretary Office (e.g., Annual General Meeting, offsites, and leadership meetings).
Coordinate Records, Training and Compliance and Ethics requirements for the Legal department and maintain related resources on the company’s internal website.
Maintain internal legal organizational charts.
Vendor & Invoice Management
Partner with Finance and Business Controllers to oversee the full vendor and financial management cycle—including PR/PO/GR creation, contract onboarding, invoice processing, internal approvals in SAP, expense reporting, and ongoing budget tracking and spend management
Systems & Tools Administration
Serve as SuccessFactors (SF) BEU for the Legal team: manage FTEs, position lifecycle, and OOP consultants.
Serve as C2P BEU for Legal: oversee contracts, vendor onboarding, and payment processing.
Support the process and maintenance for content for Legal, Compliance & Ethics (C&E), and Data Privacy (DP) on the company intranet.
Support troubleshooting and user guidance for tools such as the contract database and DocuSign.
Contract & Document Management
Coordinate contract and minutes execution via DocuSign.
File and retrieve contracts in the contract database, ensuring system integrity and appropriate access.
Maintain oversight of document handling and database accuracy.
Who are you ?
Additional Experiences:
Leverage legal knowledge as a significant advantage, adding depth and insight to your role in supporting Legal and Compliance functions.
Prepare executive-level reports, presentations, and correspondence, ensuring accuracy and alignment with the company's standards.
Qualifications:
Proven experience in a senior administrative or executive assistant role supporting leadership or legal functions, including international teams.
Strong organizational skills, attention to detail, and ability to manage multiple priorities.
Excellent judgment, discretion, and interpersonal communication skills.
Legal knowledge is highly desirable, bringing an additional layer of understanding to the intricacies of the Legal and Compliance domains.
Proficiency with Microsoft Office, SAP, SuccessFactors, and DocuSign; experience preparing executive-level reports and presentations
Comfort with learning, implementing, and integrating new software and technology tools, programs and systems in a rapid-growth, high‑change environment.
Demonstrated ability to navigate high-level interactions with executives and cross-functional teams
What’s in it for you ?
Join a rapidly expanding and extraordinary company. As a 'make-it-happener,' you'll receive comprehensive support for your success. At GALAPAGOS, our goal is to attract the most exceptional individuals, those who distinguish themselves with integrity and exceptional interpersonal and organizational skills. Our team at GALAPAGOS is the driving force, a highly motivated group dedicated to upholding GALAPAGOS' prominent position and making groundbreaking strides in pharmaceutical research. We provide an enticing remuneration package and a vibrant, dynamic work environment. Your journey with us promises growth and impact!