Medical Project Management Assistant

est, ensure accurate internal tracking & documentation in line with regulatory requirements.

• Drive Grants & Donations process: manages requests, supervises due diligence process by internal stakeholders, organizes G&D review committee, communicates decisions to internal & external stakeholders, supervises administration in line with legal & compliance requirements, tracks milestones & ensures reporting of progress by external stakeholders.

• Provide admin and logistics support for Medical Events with external focus, e.g. congresses, off-site/teambuilding activities, cross-country meetings. Manage vendor onboarding, and contract setup and FU.

• Drive continuous process improvement initiatives across medical affairs team.

• Ensure operational excellence in medical affairs team: coordinate the onboarding of new hires and manage distribution lists, organizational charts, yearly medical journal subscriptions, external memberships and SharePoint updates.

• Manage invoices, PO's, accruals, DOE decks and budget updates

• Supervise activities (eg POs, contracts, C3 records with capability center) to ensure compliance with legal and procedural requirements, and audit-readiness at all times

• Function as back-up for peers in periods of absence, e.g.: FU on sample requests, POC for external medication information vendor team, reception phone coverage through rotation

Qualifications & requirements

• Min bachelor degree or equivalent through experience

• Min 3-5 years experience in a project mgt role

• Strong organizational and analytical skills

• Analytical mindset, detail-oriented - Ability to create dashboards

• Must have good oral and written communication skills

• Multilingual preferred (English, Dutch, French)

• Proficiency in relevant software: Excel, Outlook, Word, Power Point, SAP, Microsoft project, ..

• Previous experience in the pharmaceutical industry is a plus

• Some scientific knowledge is a plus

• Balances multiple priorities under time pressure

• Service-oriented, proactive in solving process issues

• Team player, adaptable to change

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