Full-Time Administrative Assistant

Main Purpose of Role: Provide administrative and coordination support to the Global Medical Leadership team. Tasks include financial, procurement, and personnel-related processes, managing systems access, travel arrangements, and onboarding activities.

Key Accountabilities:

• Financial and Invoicing Support: Coordinate invoicing, maintain WIP reports, consolidate financial reporting.
• Training and Personnel Records: Upload training certificates, maintain personnel records, update CVs and competency records.
• Contract and Document Management: Prepare contracts, maintain contract records, track application fees and customer request data.
• Regulatory and Data Management: Maintain records for regulatory notifications, update SharePoint with key data.
• Procurement and Supplies: Raise purchase orders, onboard new suppliers, order office materials and onboarding kits.
• Travel and Expense Coordination: Arrange travel, submit expense reports.
• System Access and Onboarding: Request system access, support onboarding.
• Communication and Scheduling: Schedule meetings, manage inboxes, coordinate catering and logistics.
• General Administrative Support: Capture minutes, provide ad hoc assistance, support internal initiatives.

Skills & Knowledge:

• Strong organisational and multitasking abilities.
• Excellent project management skills.
• Excellent communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to handle confidential information.

Experience Essential:

• Proven experience in an administrative or coordination role.
• Experience in project management.
• Experience working with senior leaders.
• Experience with financial reporting.

Qualifications:

• Bachelor’s degree or equivalent experience.
• Project management experience is desirable.

The role is remote based, and we are open to candidates located everywhere across Europe. But they must hold a valid work permit for their country of residency.

Please send your CV in English.

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