Administrative Assistant

Administrative Assistant


Ghent, Belgium

We are currently hiring a driven and well-organised Administrative Assistant to support our fast growing teams. You will be supporting our Global Regulatory Affairs team on the one hand, and will take up ad-hoc support for other, smaller teams as well. In your role, you will be part of an Admin team working closely together and supporting each other. This is a position based out of the Ghent office.

The position will have the following key responsibilities:

For the Global Regulatory Affairs team:

  • Support in the scheduling of regulatory meetings (internal & external team meetings, strategy meetings, face to face meetings);
  • Support with onboarding new starters (contacting IT, ensuring set up, credit card request etc.);
  • Assist with conference attendance and calendars;
  • Support the team in booking cost-effective travel arrangements;
  • Manage invoices, purchase orders and expenses; assist our finance administrator with the non-product related team budget;
  • Assist reg ops with regulatory sharepoint (non- product specific) set up and maintenance;
  • Obtain foreign certificates and apostille documents to support filing applications.

As assistant to the other teams:

  • Liaise with the teams including scheduling meetings, handling logistics (sending materials for review prior to the meetings, distributing notes and preparing presentations and overviews);
  • Acting as the liaison between different functional areas;
  • Plan and manage internal and external meetings, off-site events;
  • Manage invoices, purchase orders and expenses;
  • Support the team in booking travel arrangements for internal and external stakeholders in line with the company’s travel policy (flight & hotel booking, conference registration, apply for visas …);
  • Provide support to other employees and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

Desired Skills and Experience:

  • Bachelor degree in administration is a minimum;
  • 5 years of relevant experience in administrative support;
  • Hands-on approach and can-do attitude;
  • Ability to take initiative, being highly proactive and make decisions;
  • Driven to work collaboratively and cross-functionally;
  • Excellent organizational skills and ability to prioritize as well as being flexible;
  • Being a teamplayer and a good communicator is key;
  • High level of professionalism, discretion and confidentiality;
  • A creative mind with an ability to suggest improvements;
  • Knowledge of office administrator responsibilities, systems and procedures;
  • Experience working in a biotech/pharma environment is a plus. If not, willing to familiarize with this exciting and specific environment;
  • Proficiency in MS Office;
  • Excellent written and verbal communication skills;
  • Fluent in English.

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