Personal Administrative Assistant (Pharma sector) Reference number: 2172

Job description

We’re looking for a candidate who can deliver administrative support to our team and be in direct contact with our international offices (Germany, Austria, Switzerland). The candidate will support the Medical Affairs Director of the in some well-defined tasks.

What you'll do

• Contract management of various events, such as Medical Education Events & Advisory Boards:
  a. Creation of contracts in correct template incl. Fair market value (FMV) check, FCPA check & ABC flow
  b. Mdeon submission and FU of approval for Belgium, if applicable
  c. Contact with HCP’s regarding event (contract signature, invoice, …)
  d. Logging of events into the system (Veeva CRM)
• Logistical support for various events such as MedEd events & Advisory Boards
• Budget management:
  a. including PO creation, follow-up on invoices & payments,
  b. Proper documentation
• Support for the organization of Implanon NXT clinical training program including (but not limited to):
  i. Logging of training requests and follow-up with the vendor
  ii. Ensure all training documentation is properly stored
  iii. Follow-up of invoices and payments
  iv. Management of training materials stock & ordering
• Support in training execution:
  a. File appropriate trainings on Teams/Sharepoint
  b. Make sure all training documentation is kept (slides, recording, training plan, list of attendees)
  c. Create tests on (products/TA) in either Forms/Mylearning and send it to the respective people
• Undertake admin support for the cluster medical directors:
  a. Calendar management
  b. Expense report management
  c. Travel management
• Meeting minutes of specific team meetings (e.g. MGC)
• Be the digital steward (or chief administrator) for the cluster “medical affairs - Teams space” and its various channels
• Be the steward of local medical affairs repositories (digital or hardcopy)

Profile

• Being structured and highly organized
  
• Flexible and able to work in an internationally oriented environment
• Seeking for continuous improvements in the organization of the department
• Eager to be part of a young, dynamic team in a newly formed company focused on women’s health
• Understanding of core systems
• Excellent communication skills and language skills

Required skills

• Systems to work with: COMET /APPIAN / VV CRM
• Excellent command of English, good command of Dutch and German