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Administrative Assistant

  • Location:

    Anderlecht, Kingdom of Belgium

  • Contact:

    Charlotte Evens

  • Job type:


  • Contact phone:

    +32 15 28 40 43

  • Industry:

    Pharmaceutical , Life Sciences

  • Contact email:

Do you like administration, communicating and interacting with different people, and are you fluent in English, Dutch and French ? Service-minded, accurate and result-oriented ? Then this may be the position for you, a varied job within the context of clinical trials.

Function Description

The administrative assistant provides support in a wide range of tasks related to the clinical trials run by our pharma client.


  • Ensures all payments to sites are appropriately requested, within budget and made in a timely manner.
  • Reconciliation of invoices based with the request related to the activities performed.
  • Works collaboratively, efficiently and effectively with internal clients, including Legal, Finance and Procurement department, as well as with external parties.
  • Timely response to the customer's emails related to the payments with a 'customer-centricity' approach.
  • Participate to the Administrative assistant meeting by giving feedback from the CCO department.
  • Follow-up and sending the request of patient's vouchers.
  • At the request of Contract Manager (CM), adapt the Clinical Trial Agreement (CTA) template per sites, FU on the signature collection and make sure archiving is correctly done.
  • Archiving on Recpoint LMA studies
  • Working across teams to develop and maintain operational templates/tools based on the needs of assigned studies/tasks or processes
  • Supports CSMs/CSSs/SSUS with providing documents for sites and local study teams,
  • Supports local study teams by providing study reports and trackers
  • Responsible for ordering study-related supplies, as delegated by the role supported, and as required.
  • Supports CSMs/CSS/SSUS/CM by ensuring trial tracking systems and tools are updated so they comply with regulations, internal policies and ICH-GCP, when applicable
  • Supports local affiliate study level audit/inspection readiness activities Coordinates and FU on translations with vendor, implements an integrated partnership with internal and external stakeholders to improve productivity, and cost efficiency
  • Accountable for providing input and management expertise to assist in the day-to-day management of the local CCO affiliate.
  • Ensures efficient coordination, communication and visibility
  • In collaboration with different roles across CCO, coordinates department meetings, where required


  • Continuous Improvement- originates action to improve existing conditions and processes; identifies improvement opportunities, generates ideas, and implements solutions.
  • Communication- conveys information and ideas clearly and concisely to individuals or groups in an engaging manner that helps them understand and retain the message; listens actively to others.
  • Good communication skills, not afraid to communicate over the phone in Dutch and French
  • Very good knowledge MS Office (word, excel), and their Google version, comfortable with new IT systems.
  • Managing Work - effectively manages self-time and a resource to ensure that work is completed efficiently.
  • Teamplayer


  • A balanced salary package based on your capabilities and experience.

Existing right to work in Europe required ( please read job spec in full before applying ).

Vacancy number: 17701