Are you interested to start your career in the Medical Affairs team in one of the biggest Pharma companies? Don't hesitate and apply today !
Job Description
As an Administrative Support in the Medical Affairs team, you will be providing assistance to the Medical Affairs department by performing administrative tasks that will ensure timely and effective handling of priorities and achievement of objectives.
Responsibilities
- Providing the highest level of customer satisfaction by aiming to meet and exceed customers' expectation of the Medical Affairs department
- Delivering a high standard first line contact with customers, ensuring an excellent customer experience
- Responding to any complaints in a timely manner and in first instance striving to resolve any issues raised
- Informing team leads and concerned team members on a regular basis about important calls/requests from customers
- Budget related activities:
- Ensuring that purchases are covered by Purchase Order requests and are in accordance with the global procurement procedure
- Ensuring the follow-up of financial processes from order to payment
- Giving input to the budget owners on budget status:
- Support in vendor selection/creation in collaboration with procurement in MDG
- Creation of Purchase Orders in COMET (SAP)
- Following up and closing
- Providing an update overview
- Providing support in the Follow up of Advisory Boards:
- Providing support to the organization of the BeLux Advisory Boards, such as logistics, contracts set-up and signatures in adobe sign, following up on: approval flow of Ad Board Approval Form, FCPA Check and updates in Veeva CRM, starts up workflow in ABC Appian. Following up of expert payments.
- Communicating frequently and effectively with internal stakeholders to ensure that goals and objectives are met
- Pro-actively ensuring the coordination between departments in resolving day-to-day administrative and operational problems in Quality/Compliance
- Ensuring that the Medical Affairs department administration is done in adherence to the policies and procedures
- Providing support in the Follow up of consultancy activities:
- Providing an update overview
- Contracts of consultants
- Appian ABC Submission
- FCPA Surveys in Veeva
- Medical need samples:
- Request samples through the Medista App
- Providing an update overview
- Following up on delivery issues
- Ad hoc document filing for audit readiness
- Support in drug supply in Investigator Initiated Studies:
- Preparation of the approval flow
- Providing an update overview
Requirements
- Excellent written and verbal communication skills
- Team worker
- Enthusiastic, high adaptability and service-minded
- Diplomacy, discretion, maturity, judgement and tact
- Responsible, able to work independently enhance initiatives
- Detail oriented, yet able to prioritize
- Stress resistant
- Good organizational skills
- Fast learner
- Maintains a highly professional image at all times
- Deals with everybody (internal and external contacts) in a discrete and professional manner
- Is flexible, in order to reply to requests from different persons or in times of increased work load (eg before cycle meetings)
- Able to establish priorities
- Languages: English or English/Dutch or English/French - oral and written
- Practical experience in the use of Microsoft Office: Word, Excel, PowerPoint
- Experience with COMET and Advisory Boards is a plus
Benefits
- Contract of unlimited duration
- Hybrid model
Vacancy number: 25196