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Senior Administration Assistant
Salario
A convenir Tipo de contrato:
Indefinido Jornada
Jornada Indiferente Años de experiencia:
Sin Experiencia General Administration
- Provide general administrative/project support to the local cross-functional team
- Perform clerical duties, including filing, answering phone calls, responding to emails, and preparing documents
- Organize mail and courier services
- Support the organization of internal meetings and interactions with partners, including catering arrangements
- Assist in managing relationships with vendors and service providers
- Support vendor onboarding, contract management, and purchase order creation
- Collaborate with third parties as needed for administrative tasks
- Provide backup support for travel arrangements of the leadership team
- Support the management of local operating expenses: raising and tracking purchase orders
- Assist in onboarding plans for new hires Business Support
- Support external live and digital events (congresses, workshops, etc.) in collaboration with the local team and/or agencies
- Assist in cooperation with healthcare professionals
- Support the preparation of commercial materials in alignment with team needs
- Assist in the internal activity / material approval and documentation process
- Support congress and conference planning and logistics Communication
- Assist in communication projects and production of communication materials and campaigns Compliance
Assist in structuring and managing local compliance processes and regulations, including:
- Support for local declarations/authorizations
- Participation in legal reviews of agreements with healthcare professionals, hospitals, and healthcare organizations
- Support for personal data protection implementation
- Be familiar with applicable compliance codes
- Assist with TOV (Transfers of Value) data collection • Intermediate-level professional with proven experience in administrative or operational support roles
- Previous experience in the pharmaceutical or biopharmaceutical industry is essential to ensure fast onboarding and understanding of sector-specific processes
- Experience supporting multidisciplinary teams and providing assistance to several stakeholders simultaneously
- Background in supplier management, contract support, purchase order creation, and expense tracking
- Experience organizing in-person and digital events is an advantage
- Preferred knowledge or familiarity with compliance processes in pharma
- Bilingual English-Spanish
- Strong organizational, planning, and multitasking abilities
- Competence in handling documentation, preparing materials, and managing professional communications
- Proactive, autonomous, and able to anticipate team needs
- High attention to detail, especially when handling sensitive information (contracts, personal data, TOV-related information)
- Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word, PowerPoint)
- Availability to work in a hybrid model, with 80% remote work
- Residence in Madrid is required