Administrative Assistant

Pauwels Consulting; Eigenbrakel; On-site; EUR 42,000 - 56,000; Full time

Job summary

Pauwels Consulting is seeking a capable executive assistant to support the External & Clinical Supply Quality team and the Internal Manufacturing Quality team in Belgium. You will back up the Global Quality's assistant and help manage calendars, meetings, travel, and correspondence while handling confidential information with discretion.

In this medior role, you will coordinate with multiple locations, organize events and business trips, prepare required documents, and ensure timely delivery of

Qualifications

• Minimum 5 years in pharmaceutical regulated environment.
• Demonstrate ability to handle confidential matters with discretion.
• Proficiency in SharePoint, MS Office and Office 365 tools.
• Strong organizational skills and time management.
• Diplomat with good teamwork and proactive task completion.

Responsibilities

• Agenda management, correspondence and information requests.
• Organize meetings, travel and event logistics for the team.
• Prepare meeting agendas and pre-reads, coordinate pre-reads.
• Ensure confidentiality and manage highly active calendars.
• Coordinate with multiple locations and support onboarding.

Skills

Organization

Time management

Discretion

Communication

Meeting coordination

Education

Bachelor's Degree in a related field

Tools

SharePoint

MS Office

Office 365

Job description

Primary Purpose / Regulatory Responsibilities:

This position is directly reporting to the Head of External & Clinical Supply Quality team and giving administrative support to the External & Clinical Supply Quality team and to the Internal Manufacturing Quality team. Ensure the backup of the Global Quality's assistant when needed. 3. MAJOR RESPONSIBILITIES

Describe the main accountabilities for this role including significant tasks, responsibilities, and projects

Agenda management, correspondence and requests for information:

• Schedule regular meetings, e.g. staff meetings, stakeholders meetings, etc. well in advance on an annual basis to secure time slots and meeting rooms.


• Respond promptly to all information requests related to key topics and ensure all deadlines for materials are met.


• Review emails as a key source to learn about the matters the managers are handling and to understand the group’s priorities.


• Enhance workflow efficiency by using the department’s Microsoft Teams, OneDrive, and SharePoint sites to store documents and share working drafts with team members.


• When required, manage the various team sharepoints, coordinating with team's owners.


• Keep up-to-date team organization charts, including both permanents staff, contractors and consultants).

The above description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Management has the right to assign or reassign duties and responsibilities to this job at any time.

Organization of meetings, events and business trips:

• Organize team meetings (internal/off-site) and manage logistics including offsite locations, meeting rooms, catering, technical support and local transportation.


• Prepare meeting agendas, required information, documents and files; coordinate pre-reads and other meeting preparation materials.


• Communicate professionally and effectively with all levels of the organization to ensure the successful implementation of action items.


• Arrange travel in efficiently and proactively, including itinerary management, bookings, etc., with flexibility to adapt to changes as needed.


• Complete administrative tasks including managing an highly active calendar of appointments, with a focus on optimizing time usage.

Budgetary and expenses:

• Create purchase orders and manage invoicing process as needed.


• Prepare expense reports in MobileXpense and ensure timely submissions.

Contribute to the managers' key projects, supporting some of their coordination and following up on the projects' deliverables.

Team engagement and network:

• Actively engage in dialogue transversally with other team assistants to ensure optimal and efficient collaboration.


• Provide onboarding support to newcomers when required.


• Work in close collaboration with team members across locations.

Business knowledge and confidentiality:

• Maintain strict confidentiality and is discrete concerning matters and information pertinent to the managers, the teams and the company.


• Deeply understand the department's business and key objectives.


• Connect the dots between information learned from emails, staff meetings and other discussions.

The above description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Management has the right to assign or reassign duties and responsibilities to this job at any time.

4. EDUCATION & QUALIFICATION

Education necessary for this role (not the education of the person)

Education Level Describe the minimum level of education necessary for this role:

? Bachelor’s Degree ? Master’s Degree ? Ph.D. ? Law (J.D.) ? Medical Degree (M.D.) ? Other (Describe):

Other Certification

? Certification (Describe): ? Registration (Describe): ? Licensure (Describe): ? Other (Specify):

5. COMPETENCIES

Include specific skills, behaviors, and knowledge necessary to meet the objectives of the role

• Minimum 5 years in pharmaceutical regulated environment (medior profile).


• Demonstrate the ability to handle confidential matters with discretion and maintain confidentiality of sensitive information.


• Proficiency in SharePoint, MS Office and Office 365 Tools and quickly adapts to new systems.


• Strong organizational skills, planning abilities and excellent time management.


• Dedication to providing work of an excellent quality, focusing on attention to details and proactive tasks completion.


• Ability to handle a number or diverse projects and people at any one time is essential.


• Diplomat and with a good team spirit.


• Resilient / ability to adapt to change.


• Motivated, reliable and with a positive attitude. Willingness to learn, open and adaptable personality.


• Proactivity to recognize potential issues and resolve them before they transform into problems.

The above description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Management has the right to assign or reassign duties and responsibilities to this job at any time.