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Administrative Assistant

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EU careers Netherlands
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Hello!

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 organize and run human medicines scientific and regulatory meetings; provide comprehensive administrative and technical support to committees and their chairs, members and experts in liaison with other EMA functions. Enable best meeting outcomes and publication thereof.
Support management of the human medicines scientific committee’s membership, the handling of the declarations of interest of the members and alternates of the human medicines scientific committees and the management of the expert’s database.

What will you do:

  • Planning, organization and running of scientific committee meetings in cooperation with the relevant scientific secretary: organizational work, facility logistics, meeting invitations, liaison with delegates, memberships, Declarations of Interest, document preparation, tracking and distribution, etc.
  • Search for additional experts and checking of conflict of interests.
  • Circulation, exchange, filing of documents and aiding the responsible office in the coordination of interactions with the relevant Scientific Committees, Working Parties, Drafting Groups, etc.
  • Prepare, maintain and update documents, mailing lists and files relating to the work of the committee and ensure that information captured is precise, consistent and up to date.
  • Perform all general administrative issues related to the committee.
  • Act as administrative contact point for colleagues across the Agency regarding queries regarding the committee and/or experts and declarations of interest.
  • Required to receive and convey information, orally and/or in writing, of a routine/standard nature; receive, understand and transfer information without any modification. e.g. following SOPs, WINs, established rules, policies and processes; formulating responses to simple enquiries; drafting simple material, letters, minutes, reports or presentations with clearly defined exchanges of information.
  • Contribute to the management and coordination of overall activities relating to pre- and post-authorization activities.
  • Provide accurate and timely administrative and organizational / 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.

What do we expect:

  • University degree of at least 3 years of study.
  • Proven professional experience of at least 3 years.
  • Proven experience in dealing with internal and/or external stakeholders, experience with product related work and/or work of the Scientific Committees at the Agency, experience with drafting of documents/reports requiring high attention to detail.
  • In working in a regulatory environment characterized by processes and procedures, SOPs, WINs or other guidance documents.
  • In database management and analysis and reporting.
  • In stakeholder management.
  • In working in the public or regulatory sector.
  • Excellent communication skills, including the ability to ensure effective and timely communication with a wide range of internal and external stakeholders.
  • Excellent planning and organizational skills.
  • Excellent team working skills, including proactive and collaborative approach.
  • Administrative skills.
  • Knowledge and understating of commonly used IT tools, applications and systems, including MS Office, teleworking tools and meeting platforms.
  • Level C1 in spoken and written English. 

Whad do we offer:

  • A full-time, temporary job from 14/10/2024 – 15/12/2024.
  • Salary between 3.573,07- and 4.574,05-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.

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