Global Quality Admin Assistant - Freelance

Planet Pharma; Waterloo; On-site; EUR 46,000 - 92,000; Full time

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Administrative support

Calendar management

Stakeholder coordination

Organizational skills

Communication

Education

Bachelor's degree or equivalent experience

Tools

Microsoft 365

Outlook

Teams

SharePoint

OneDrive

Word

Excel

PowerPoint

Job description

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.