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
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