Looking for your next Admin experience?
We are looking for someone who is hands-on, can work structured, and has an open-minded and pro-active approach.
Provide assistance to the Medical Affairs Department by performing secretarial duties that will ensure timely and effective handling of priorities and achievement of objectives.
Provides the highest level of customer satisfaction by aiming to meet and exceed customers’ expectations of the Med Affairs department.
Delivers a high standard first line contact with customers, ensuring an excellent customer experience.
Responds to any complaints in a timely manner, striving to resolve any issues raised in the first instance.
Informs team leads and concerned team members on a regular basis about important calls/requests from customers.
Budget of Activities MA:
1. Ensures that purchases are covered by Purchase Order requests and are in accordance with the global procurement procedure.
2. Ensures the follow-up of financial processes from order to payment.
3. Gives input to the budget owners on budget status.
Support in vendor selection/creation in collaboration with procurement in MDG.
Creation of Purchase Orders in COMET (SAP).
Follow-up and closing.
Update overview.
Support in FU Advisory Boards:
1. Provides support to the organization of the BeLux Advisory Boards, such as logistics, contracts set-up and signatures in Adobe Sign.
2. Follow-up on: approval flow of Ad Board Approval Form, FCPA Check and updates in Veeva CRM.
3. Starts up workflow in ABC Appian.
4. Tracker of Advisory Boards and follow-up of expert payments.
Communicates frequently and effectively with internal stakeholders to ensure that goals and objectives are met.
Pro-actively ensures coordination between departments in resolving day-to-day administrative and operational problems.
Quality/Compliance:
1. Ensures that the Med Affairs department administration is done in adherence to MSDs policies and procedures.
2. Update overview (Attendance – payments).
3. Contracts advisors – payments submissions.
4. Appian ABC submission.
5. FCPA Surveys in Veeva.
Support in FU Consultancy Activities:
1. Update overview.
2. Contracts consultants.
3. Appian ABC Submission.
4. FCPA Surveys in Veeva.
Medical Need Samples:
1. Request samples through Medista App.
2. Update overview.
3. Follow-up on delivery issues.
4. Ad hoc document filing for audit readiness.
Support in Drug Supply in IIS Trials:
1. Preparation approval flow.
2. Update overview.
PERSONAL:
1. 3 years experience or more within a similar or administrative position.
2. Excellent written and verbal communication skills.
3. Team worker, enthusiastic, high adaptability, and service-minded.
4. Diplomacy, discretion, maturity, judgment, and tact.
5. Responsible, able to work independently and enhance initiatives.
6. Detail-oriented, yet able to prioritize.
7. Can tolerate stress, good organizational skills.
8. Self-starter.
9. Maintains a highly professional image at all times.
10. Deals with everybody (internal and external contacts) in a discrete and professional manner.
11. Is flexible, in order to reply to requests from different persons or in times of increased workload (e.g., before cycle meetings).
12. Able to establish priorities.
Requirements:
1. Languages: English/Dutch or English/French – oral and written.
2. Practical experience in the use of Microsoft Office: Word, Excel, PowerPoint.
3. Experience with COMET and Advisory Boards (is a plus).
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