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Administrative Coordinator (EN/FR/NL)

  • Location:

    Brussels, Belgium

  • Contact:

    Aurore Munaut

  • Job type:


  • Contact phone:

    +32 10 68 53 31

  • Industry:

    Life Sciences, Biotechnology

  • Contact email:

For one client of us, a research-based biopharmaceutical company based in Brussles, we are looking for an Administrative Coordinator to join their team. Looking for the next step in your career and interested in the pharmaceutical industry ? Please check out the opportunity below !

Job Description

As Administrative Coordinator, you will provide administrative support in a wide range of tasks and have the chance to work within the pharmaceutical sector for a company focused on the discovery, development, and commercialization of innovative medicines.


In addition to Senior Administrative Assistant responsibilities, you will have the following responsibilities:

  • Provides administrative support to the commercial team (Marketing & Sales), meeting logistics, calendar management, budget, contracting
  • Track and build meeting agendas, minute taking and distribution to attendees of pre-work requirements, assist and create presentation materials and draft technical documents as required
  • Prioritize workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance
  • Arrange for needed resources in order to meet timelines
  • Use advanced level software programs such as Excel, Word, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations
  • Under manager's direction, you will create draft reports, documents, presentations and templates using raw data. You may also gather data using internet searches
  • Understand the goals and objectives of the entire department and contribute to the attainment of those G&O's
  • Keep the bigger picture in mind and influences workflows accordingly
  • Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities
  • Liaise with guests and speakers to assess needs and coordinate, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
  • Typically, coordinate the preparation of annual budget, reviews monthly budget, reviews and researches variances
  • May assist with facilities space planning or office set-up
  • Assist in the orientation of new administrative assistants and other staff
  • Ongoing, you will act as a resource to other administrative assistants and be cross-trained to cover for another administrative assistant or customer services if they are out of the office for a limited or a more extended period of time


  • Minimum of a high school diploma
  • 3-5+ years administrative experience
  • Experience in Pharma and Oncology is an asset
  • Fluent in Dutch, French and English (both oral/written)
  • Excellent verbal, written, and interpersonal skills are required
  • Must possess good proofreading and editing skills of technical documents
  • Ability to review the work of lower level administrative assistants
  • Advanced knowledge and experience using a number of office software
  • Work under minimal supervision
  • Receives occasional direction from manager to perform non-routine job responsibilities and duties
  • Resilient profile with the ability to deliver in an ambiguous environment
  • Ability to engage and manage multiple stakeholders to achieve the objectives
  • Curious with learning agility
  • Operational excellence
  • Organized with systematic approach to prioritization
  • Process orientated to achieve the business objective


  • A balanced salary package based on your skills and experience
  • Full-time or 80%
  • 3 days/week on-site