Admin Assistant (Global Quality)

Planet Pharma; Waterloo; In loco; EUR 46.000 - 92.000; Tempo pieno

Descrizione del lavoro

Planet Pharma is seeking an experienced Admin Assistant (Global Quality) to support senior leaders and international teams in a fast-paced, regulated pharmaceutical environment.

You will manage calendars, coordinate meetings and travel, prepare materials, and assist with budget and onboarding activities. A Bachelor's degree and strong MS 365 skills are required, with prior experience in regulated settings valued.

Competenze

• Bachelor's degree or equivalent experience.
• Solid experience in pharmaceutical/biotech or healthcare regulated environments.
• Experience supporting senior leaders and international teams.
• Strong MS 365 proficiency including Outlook, Teams, SharePoint, Word, Excel and PowerPoint.
• Excellent organisational, planning and time management skills.

Mansioni

• Provide comprehensive administrative support to senior leaders and Global Quality teams.
• Manage complex calendars, meeting schedules, and stakeholder engagements across international teams.
• Coordinate meetings, workshops and off-site events, including logistics, venues, catering, travel and technical needs.
• Prepare meeting agendas, presentations, documentation and pre-read materials.
• Organise domestic and international travel arrangements and itineraries.
• Support project coordination, track actions and follow up on deliverables.
• Create purchase orders and assist with invoice processing and budget administration.
• Prepare and submit expense reports accurately and timely.
• Maintain SharePoint sites, team documentation and organisational charts.
• Assist onboarding activities for new employees, contractors and consultants.
• Collaborate with assistants and stakeholders across functions and geographies.
• Handle confidential information with discretion and professionalism.

Conoscenze

Administrative support

Calendar management

Stakeholder coordination

Organizational skills

Communication

Formazione

Bachelor's degree or equivalent experience

Strumenti

Microsoft 365

Outlook

Teams

SharePoint

OneDrive

Word

Excel

PowerPoint

Descrizione del lavoro

Job Title: Admin Assistant (Global Quality)

Rate: Competitive in line with skills / experience

Contract: Freelance / Self Employed

My client, a global pharmaceutical organisation, is looking to appoint an Assistant, Global Quality to support senior leaders and international teams within a highly regulated environment.

This is an excellent opportunity for an experienced administrative professional who enjoys working in a fast-paced, global setting and thrives on keeping teams organised, projects on track, and business operations running smoothly. You will play a key role supporting Global Quality functions, working closely with stakeholders across multiple locations and gaining exposure to a broad range of business activities.

Key Responsibilities

• Provide comprehensive administrative support to senior leaders and Global Quality teams.
• Manage complex calendars, meeting schedules, and stakeholder engagements across international teams.
• Coordinate internal and external meetings, workshops, and off-site events, including logistics, venues, catering, travel, and technical requirements.
• Prepare meeting agendas, presentations, documentation, and pre-read materials.
• Organise domestic and international travel arrangements, including itineraries, bookings, and schedule changes.
• Support project coordination activities, tracking actions and following up on key deliverables.
• Create purchase orders and assist with invoice processing and budget administration activities.
• Prepare and submit expense reports in a timely and accurate manner.
• Maintain SharePoint sites, shared team documentation, and organisational charts.
• Support onboarding activities for new employees, contractors, and consultants.
• Collaborate with assistants and stakeholders across multiple business functions and geographies.
• Handle confidential and sensitive business information with the highest levels of discretion and professionalism.

About You

• Bachelor's degree or equivalent experience.
• Solid experience within a pharmaceutical, biotech or healthcare regulated environment.
• Previous experience supporting senior leaders and international teams in an administrative, executive assistant, or team assistant capacity.
• Strong proficiency across Microsoft 365, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint.
• Excellent organisational, planning, and time management skills.
• Ability to prioritise and manage multiple tasks, projects, and stakeholders simultaneously.
• Strong attention to detail and commitment to delivering high-quality work.
• Proven ability to maintain confidentiality and handle sensitive information appropriately.
• Excellent communication and interpersonal skills.
• Proactive, adaptable, and solutions-focused approach.
• Positive attitude with a collaborative and team-oriented mindset.

Why Apply?

This role offers the opportunity to join a globally recognised pharmaceutical organisation and work closely with senior leaders within a critical quality function. You'll be part of an international, collaborative environment where your organisational skills and attention to detail will have a direct impact on the success of the team.

We are an equal opportunities Recruitment Business and Agency. We welcome applications from all suitably qualified candidates regardless of their race, sex, disability, religion/belief, sexual orientation or age. Planet Pharma is an Employment Business providing Global Staffing services.