Administrative Assistant

MSI Pharma; Brussel; On-site; EUR 42,000 - 62,000; Full time

Job summary

MSI Pharma seeks an experienced Assistant, Global Quality to support External & External Supply Quality and Internal Manufacturing Quality teams. You will manage calendars, coordinate meetings, support travel and expenses, and help drive collaboration across global quality stakeholders.

This role also provides onboarding support, maintains documentation and SharePoint sites, and offers back-up support to the wider Global Quality organisation as required.

Qualifications

• Provide administrative support to the External & Clinical Supply Quality and Internal Manufacturing Quality teams.
• Coordinate and schedule team meetings, stakeholder meetings and recurring business events.
• Prepare agendas, meeting materials, pre-reads and supporting documentation.
• Manage travel arrangements, itineraries and associated logistics.
• Support purchase order creation, invoice processing and expense management activities.
• Maintain departmental SharePoint sites, team documentation and organisation charts.
• Provide onboarding support to new team members and contribute to team engagement initiatives.
• Handle confidential information with discretion while supporting key quality projects and business priorities.

Responsibilities

• Support senior leaders and global teams in a high-regulation environment.
• Back up to wider Global Quality organisation when required.
• Coordinate multiple projects, stakeholders and priorities simultaneously.

Skills

Calendar management

Travel coordination

Executive support

Stakeholder management

Onboarding support

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Teams

SharePoint

OneDrive

Outlook

PowerPoint

Job description

We are partnered with a global biopharmaceutical organisation seeking an experienced Assistant, Global Quality to support the External & Clinical Supply Quality and Internal Manufacturing Quality teams. This position reports to the Head of External & Clinical Supply Quality and plays a key role in providing administrative, operational and coordination support across a global quality environment.

The successful candidate will be responsible for managing complex calendars, coordinating meetings and events, supporting travel and expense processes, maintaining documentation and helping drive efficient collaboration across multiple teams and stakeholders. The role also provides backup support to the wider Global Quality organisation when required.

Requirements

• Provide administrative support to the External & Clinical Supply Quality and Internal Manufacturing Quality teams.
• Coordinate and schedule team meetings, stakeholder meetings and recurring business events.
• Prepare agendas, meeting materials, pre-reads and supporting documentation.
• Manage travel arrangements, itineraries and associated logistics.
• Support purchase order creation, invoice processing and expense management activities.
• Maintain departmental SharePoint sites, team documentation and organisation charts.
• Provide onboarding support to new team members and contribute to team engagement initiatives.
• Handle confidential information with discretion while supporting key quality projects and business priorities.

Hard Skills

• Strong experience working within a pharmaceutical or other highly regulated environment.
• Proficiency with Microsoft Office 365 applications including Teams, OneDrive and SharePoint.
• Experience managing calendars, meetings, travel arrangements and administrative operations.
• Knowledge of purchase order, invoicing and expense management processes.
• Ability to coordinate multiple projects, stakeholders and priorities simultaneously.
• Experience supporting senior leaders and global teams would be advantageous.

Soft Skills

• Excellent organisational and time management capabilities.
• High level of discretion and ability to manage confidential information.
• Strong communication and stakeholder management skills.
• Collaborative team player with the ability to build relationships across functions and locations.
• Proactive mindset with the ability to identify and resolve issues before they
• Adaptable, resilient and comfortable working in a dynamic global environment.

Qualifications

• Bachelor's degree preferred.
• Minimum 5 years' experience within a pharmaceutical regulated environment.
• Demonstrated experience providing high-level administrative or executive support.
• Strong proficiency with Office 365 tools and digital collaboration platforms.
• Proven ability to manage multiple priorities while delivering high-quality work with attention to detail.