Administrative Assistant

3 weken geleden

Amsterdam, Nederland CIVITTA Voltijd

**HOW ABOUT CREATING A HEALTHIER EUROPE TOGETHER?**

Our client is a European Medicines Agency responsible for the scientific evaluation, supervision and safety monitoring of medicines in the EU. EMA is located in Amsterdam, Netherlands. CIVITTA in cooperation with Driessen is providing Temporary Agency Workers to the agency.

We are looking for

**Administrative Assistant**

In this position you will be responsible for providing administrative support to the Translational Sciences Office and coordination of activities related to its responsibilities. Contribute to identification of matters requiring scientific input from the Office and coordinates the responses to requests. Administrative secretary to office activities and relevant working parties.

**Your tasks will be**:

- Organise Office meetings; prepare agendas and take minutes where necessary.
- Track and pro-actively screen the ASK-EMA queries and the office mailbox to identify matters where the office input might be needed and distribute the work as per guidance.
- Coordinate the receipt and response to requests from CMDh, SAWP, and other committees and working parties for scientific input from the Office.
- Responsible for escalating to the Head of office with an appropriate sense of urgency, matters of significance for information or action, in particular those with significant public health, reputational, policy, compliance, or resource implications.
- Support the Head of office in office management and pregnancy community related activities as required.
- Assist the Office members with drafting, editing, formatting, distribution, filing and publication of documents and preparation of presentations and other documents for internal and/or external use.
- Record and compile statistical data on the performance of the Office to be used for annual reports, work programs and other reporting requirements.
- Act as administrative contact point for colleagues across the Agency regarding queries addressed to the Office.
- Contribute to the management and coordination of overall activities relating to pre
- and post-authorisation activities.
- Provide accurate and timely administrative and organisational / logistic support in the preparation and follow-up of internal and / or external scientific, regulatory and procedural meetings.
- Prepare and ensure publication of relevant documents using pre-defined templates and formats where appropriate.
- Contribute to the management of files, statistics, data, databases, tracking lists, mailing lists and correspondence relating to the specific tasks assigned.
- Develop and update SOPs (Standard Operating Procedures), WINs (Work Instructions), user manuals, guidance documents and templates.
- Use administrative and procedural knowledge to identify potential difficulties, escalating issues to scientific staff and management as necessary.
- Contribute to the development and improvement of the processes.

**Education and experience**:

- University degree of at least of 3 years of study.
- Proven professional experience of at least 3 years.
- As administrative/project/team/personal assistant.
- In working in a regulatory environment characterised by processes and procedures, SOPs, WINs or other guidance documents.
- In database management and analysis and reporting.
- In document management systems and managing complex administration.
- In stakeholder management.
- In working in the public or regulatory sector.
- In organising large and complex meetings/events with multiple stakeholders.
- In working in different EU regulatory bodies or multinational organizations.

**Skills and knowledge**:

- Administrative skills.
- Proactive and 'can do' work ethic.
- Attention to detail.
- Excellent communication skills.
- Proof-reading skills.
- Knowledge of the EU regulatory framework.
- Knowledge of (business) process management.
- Level C1 in spoken and written English.

**What we offer**:

- A fulltime, temporary job from 20/06/2024 - 15/12/2024.
- Salary between 3565.45- and 4564.30-euro gross per month, depending on your qualifications.
- 25 vacation days if you work 40 hours per week a full year.
- 8.33% holiday allowance.
- Pension after the first working day.
- Travel allowance.
- Opportunity to work in the multicultural environment of a prestigious public EU Agency with career opportunities.
- Interesting and challenging work with a healthy work-life balance.
- Regular training and personal development program.

**Job Types**: Full-time, Temporary

Pay: €3.565,45 - €4.564,30 per month

Work Location: In person

Expected Start Date: 20/06/2024

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