Administrative Assistant (m/f/d) - English & French (Full-Time)

Randstad; Scheibbs; On-site; EUR 30,000 - 36,000; Full time

Job summary

Randstad Austria GmbH in Scheibbs, Lower Austria, seeks an Administrative Assistant (m/f/d) to support the Vice President Commercial EU5 and the Office Manager. You will coordinate communications, documentation, and workflows across markets.

The role requires at least 3 years' experience, formal secretarial qualification, and advanced MS Office skills. Fluency in English and German is essential; French is a plus.

Qualifications

• Formal secretarial/administrative qualification or degree preferred.
• At least 3 years of administrative experience in regulated industries.
• Advanced MS Office skills; SAP and SharePoint knowledge is a strong asset.
• Fluent in English and German; knowledge of French, Italian, or Spanish is an advantage.

Responsibilities

• Meeting & Event Coordination: Organize internal and external meetings, coordinate travel and accommodation, prepare agendas, record minutes, and track follow-up action items.
• Contract & Document Administration: Assist in processing contracts with vendors, consultants, and external partners; manage structured document archives on SharePoint.
• Quality & Compliance: Maintain SOPs, BOPs, and work instructions; report pharmacovigilance or quality incidents immediately; support transparency reporting and informed consent recordkeeping.
• Financial Administration: Collaborate with the Office Manager to process invoices, expense reports, and related administrative tasks.
• Executive Deliverables: Draft and format high-standard presentations, spreadsheets, and business documents using MS Office.
• Office & Stakeholder Support: Ensure seamless day-to-day office operations, cross-functional collaboration within a matrix environment, and strict confidentiality of sensitive data.

Skills

Prioritization

Organizational skills

Self-starter

Attention to detail

Education

Secretarial/administrative qualification or degree

Tools

MS Office Suite

SAP

SharePoint

Job description

Administrative Assistant (m/f/d) - English & French (Full-Time)

Location: 3270 Scheibbs, Lower Austria

About the Role

We are looking for a proactive, self-motivated Administrative Assistant to provide high-level operational and administrative support to both the Vice President Commercial EU5 and the Office Manager / Administrative Coordinator. In this pivotal role, you will facilitate communications, documentation, and operational workflows, ensuring the rapid and efficient execution of EU5 initiatives across multiple markets.

Key Responsibilities

• Meeting & Event Coordination: Organize internal and external meetings, coordinate travel and accommodation, prepare agendas, record minutes, and track follow-up action items.
• Contract & Document Administration: Assist in processing contracts with vendors, consultants, and external partners; manage structured document archives on SharePoint.
• Quality & Compliance: Maintain SOPs, BOPs, and work instructions; report pharmacovigilance or quality incidents immediately; support transparency reporting and informed consent recordkeeping.
• Financial Administration: Collaborate with the Office Manager to process invoices, expense reports, and related administrative tasks.
• Executive Deliverables: Draft and format high-standard presentations, spreadsheets, and business documents using MS Office.
• Office & Stakeholder Support: Ensure seamless day-to-day office operations, cross-functional collaboration within a matrix environment, and strict confidentiality of sensitive data.

Your Profile

• Education & Experience: Formal secretarial/administrative qualification or degree preferred; minimum of 3 years' administrative experience, ideally gained within the pharmaceutical, healthcare, or another regulated industry.
• Technical Skills: Advanced proficiency in MS Office (Word, PowerPoint, Excel, Outlook); familiarity with SAP and SharePoint is a strong asset.
• Languages: Fluent in written and spoken English and German. Additional skills in French, Italian, or Spanish are an advantage.
• Core Competencies: Self-starter with excellent prioritization, strong organizational capabilities, and sound judgment under tight deadlines.
• Interpersonal Skills: Collaborative mindset, high emotional intelligence, discretion, and proven ability to support senior leaders in an international matrix structure

What We Offer

• A key administrative role supporting commercial leadership in a global life sciences environment.
• A collaborative culture focused on mutual success, professionalism, and continuous improvement.
• Competitive compensation and opportunities to expand your cross-functional skillset.

This position offers a gross salary of €3,000 per month, negotiable depending on your qualifications.