Assistant (multiple areas)

European Medicines Agency

Amsterdam

On-site

EUR 33,000 - 39,000

Full time

8 days ago

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Benefits offered by this job

Relocation assistance

Health insurance

Pension plan

Job summary

European Medicines Agency (EMA) in Amsterdam seeks an Assistant to support administrative, regulatory and liaison activities across multiple areas. The role involves coordinating meetings, preparing reports and ensuring high-quality documentation.

The position requires at least three years of administrative experience, strong English and another EU language, and readiness to relocate to the Netherlands. It offers a stable contract with a competitive monthly salary and comprehensive benefits.

Qualifications

At least three years of administrative experience in a structured environment governed by SOPs and standard processes.
Experience developing or updating SOPs, work instructions, user manuals or templates.
Proficiency with Microsoft Office and document management systems.

Responsibilities

Provide accurate and timely administrative, organisational and logistical support before, during and after meetings.
Prepare, format and publish high-quality documents using templates and standards.
Maintain files, databases, statistics and correspondence related to your portfolio.
Develop and update SOPs, work instructions and guidance documents.

Skills

Administrative experience

Communication skills

Attention to detail

MS Office

Document management systems

Education

Post-secondary education diploma

Tools

Microsoft Office

Document management systems

Job description

Administrative excellence, Intermediate

Type of position: Contract agent

Job Type: 13 October 2026 at 23:59 CET

Job grade

FGIII

Internal job grade

FGIII

Type of position: Contract agent

Selection procedure reference

EMA/CA/11590

Job title

Assistant (multiple areas)

Talent Pool

FGIII Support Functions

Deadline for applications

13 October 2026 at 23:59 CET

Salary

3209,87 Euro (including local weighting) [1] plus benefits (see calculators on the right) (based on a fulltime contract (40hrs/week))

Location

EMA Amsterdam; Netherlands (NL) (relocation to take up duties is mandatory)

About This Position

Join the European Medicines Agency (EMA) and use your administrative expertise to support work that protects public and animal health across the European Union. We are recruiting several Assistants to work across different areas of the Agency in an international, collaborative and purpose-driven environment.

Depending on your experience and the Agency’s needs, you may contribute in one of the following areas:

Scientific Support Assistant – provide administrative and regulatory support throughout the lifecycle of human or veterinary medicines, helping scientific teams deliver timely, consistent and high-quality regulatory outcomes.
Transparency Assistant - process assigned requests to access documents and information following the standard procedures, escalating cases and interacting with stakeholders, as appropriate.
Administrative Assistant – support teams and stakeholders by coordinating meetings, preparing reports and documents, and contributing to projects across the Agency.
Liaison Assistant – help strengthen EMA’s relationships with stakeholders and facilitate scientific and regulatory cooperation between the Agency, EU and international networks, and partner organisations.

What will you do?

Provide accurate and timely administrative, organisational and logistical support before, during and after internal and/or external meetings (scientific, regulatory and procedural).
Prepare, format and publish clear, high-quality documents using established templates and standards.
Maintain files, databases, statistics, tracking tools, mailing lists and correspondence relating to your portfolio.
Develop and update standard operating procedures, work instructions, user manuals, guidance documents and templates.
Anticipate potential issues, use sound judgement to address routine matters and escalated concerns when appropriate.
Contribute ideas that simplify processes, improve quality and strengthen the service provided to colleagues and stakeholders.

Apply If You Meet These Eligibility Criteria

General conditions

Full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway;
Thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);
Fulfilled any obligations imposed by applicable laws concerning military service.

Specific conditions

A level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

General Condition 1 and Specific Conditions 1 will be verified firstly based on the application form and then you will be required to provide documentary evidence at the interview stage. Failure to present these documents may result in the disqualification from the selection procedure. Only eligible candidates will be assessed by the Selection Committee in accordance with the Assessment Criteria below.

Experience

At least three years of administrative experience relevant to one or more areas covered by this vacancy notice, gained in a structured environment governed by established processes, procedures, standard operating procedures (SOPs), work instructions or comparable guidance.
Experience developing or updating standard operating procedures, work instructions, user manuals, guidance documents or templates.
Experience maintaining databases, entering and checking data, and producing basic reports or analyses.
Experience working with a range of internal or external stakeholders.
Experience drafting clear and professional communications for different audiences.
Confidence using digital tools and systems, including Microsoft Office, virtual meeting platforms and document management systems.
Experience monitoring deadlines, deliverables or regulatory submissions.

Skills & Knowledge

A high level of accuracy and attention to detail.
Sound judgement and the ability to handle sensitive information with discretion.
A basic understanding of the EU institutional and working environment.

Competencies You Need To Have

Role competencies

Continuous improvement, Intermediate
Prioritising and organising, Basic

Sub-family competencies

Administrative excellence, Intermediate
Event and meeting management, Intermediate
Corporate communication, Intermediate
Applied knowledge, Basic

Grade competencies

Adaptability and agility, Basic
Coping with pressures and setbacks, Intermediate
Analysing and problem solving, Intermediate

Core competencies

Ethics and integrity, Basic
Team collaboration, Intermediate
Customer centricity, Basic
Results orientation Basic
Communication, Intermediate
Cross-cultural sensitivity, Intermediate
Continuous learning and self-development, Basic

For more information about definitions of competencies and associated proficiency levels, please refer to the EMA Competency Framework.

Experience

These are considered nice to have

Experience working in an EU regulatory body, public-sector organization or multinational environment.
Knowledge of the EU regulatory framework

Selection process

We Aim To Keep The Process Clear, Efficient And Fully Remote. Applications Will Be Assessed On An Ongoing Basis According To The Following Indicative Timeline:

Week 1, until Sunday at 23:59 – submit your application
Week 2 – eligibility check and shortlisting
Week 3 – preliminary assessment, which may include recorded videos, written or cognitive tests
Weeks 4–5 – final interview with the Selection Committee; up to 12 candidates may be interviewed each week, with additional successful candidates scheduled in subsequent weeks
Week 6 – candidates are informed of the outcome

Only candidates who meet the eligibility criteria will be assessed by the Selection Committee.

Applications will be evaluated consistently against the need to have requirements and competencies set out in this vacancy notice.

Candidates must meet each mandatory requirement at the relevant stage of the process; strong performance in one area cannot compensate for not meeting another mandatory requirement.

Before the launch of the selection process, the Selection Committee determines which criteria and competencies will be evaluated at each stage. Some may be assessed only at the interview or test stage.

Please consult the Careers at EMA - Guidance on selection and recruitment (section 1.3. selection procedure) for an overview of the criteria and competences assessed at each stage of the process.

Shortlisting

To support a fair and structured assessment, in addition to completing their application, all applicants must answer a standard set of pre-screening questions covering the mandatory requirements, role competencies and sub-family competencies. The Selection Committee will verify the answers provided against the information contained in the overall application.

Eligible candidates who demonstrate that they meet all mandatory requirements and possess the required role and sub-family competencies may progress to the preliminary assessment stage. the Selection Committee may decide to limit the number of candidates invited to the further stages.

Please consult the Careers at EMA - Guidance on selection and recruitment (table on section 1.3.6 Preliminary and final assessments) for an overview of the thresholds.

All candidates will be assessed by the same selection committee and undergo the same set of assessments. Applications will be considered only once during this selection process.

Assessments

Preliminary assessment may include cognitive (e.g. deductive reasoning) assessments.

Only candidates who reached specific threshold established by the Selection Committee, will be invited to the final interviews.

Those candidates will also participate in personality assessments (e.g. SHL occupational personality questionnaire OPQ32) to assess their Core Competencies (pass score is 26 out of 100 points and above). In addition, selected Core Competencies may be assessed throughout the process.

All assessments will be conducted remotely (i.e. Webex/Teams, remote test, etc.) and will be based on the assessment criteria listed in this vacancy notice.

Furthermore, motivation and overall fit for the job and knowledge of EU relevant to role may be assessed.

Reserve list and/or job offers

The aim of this selection procedure is to create a reserve list of qualified and suitable candidates. Each candidate having reached the final step of the selection procedure will be notified via e-mail whether she/he has been placed on a reserve list, and relevant Talent Pool.

Candidates should note that the placement on a reserve list and/or Talent Pool does not guarantee an employment offer.

We strongly encourage that candidates do not apply for the vacancies that are at the same grade and the same subfamily as the Talent Pool they have been placed on, as this will not improve their chances of being considered for a vacant post within the Agency.

When a vacancy becomes available, candidates on the reserve list may be contacted for an additional interview.

More information about selection and recruitment (including administrative complaint procedure) at the EMA is available at our careers website.

Conditions of employment

EMA generally offers a renewable five-year contract, although a shorter contract may be offered in some circumstances. You will join an international organisation in Amsterdam and contribute to work with a direct impact on public and animal health in Europe.

The successful candidate must relocate to the Netherlands to take up the position. The remuneration package includes the stated salary and may include additional benefits, subject to the applicable EU Staff Regulations and individual circumstances.

Join us to work for every patient in Europe!

Who we are?

Serving a population of 500 million citizens, we promote and protect public animal health in EU Member States, as well as the countries of the European Economic Area, by ensuring that all medicines available on the EU market are safe, effective and of high quality.

What do we offer?

Meaningful work contributing to protecting the health of every individual and animal in Europe within multinational, multidisciplinary team
Development opportunities (e.g. internal mobility, mentoring, peer coaching, career reflection programme, etc.)
Work-life balance (flexible working arrangements, teleworking, generous annual leave plus official holidays)

Benefits

In principle, initial 5 year renewable contract with competitive monthly national tax-free salary and household & children’s allowances (where applicable).
Privileges including expatriation (for expatriate staff) and education allowances (where appropriate) and additional home leave.
Relocation assistance.
Excellent health insurance scheme and social benefits.
Retirement Pension Plan.