Provide administrative support to the Head of EU & International Regulatory Affairs and their team members, support budgeting, procurement and contracting processes, individual training files and the organization of internal and external team meetings.

QUALIFICATION AND REQUIREMENTS:

• Educational degree as office clerk, translator, lab/ technical assistant or equivalent
• Experience in office management and supporting a team
• Working experience in pharmaceutical industry, in a Regulatory Consultancy or Clinical Research Organization is preferred
• Team oriented and forward-thinking attitude, strong interpersonal and communication skills, structural and independently way to work, talent for organization, ability to prioritize, computer proficiency (e. g. MS office, document management systems, databases, SAP), written and verbal communication skills in English and German, third language preferred

• Provide general administrative organizational support to the Regulatory Affairs department. Travel Management for senior members of the department
• Creation and follow up of expense claims for senior team members
• Organization of internal and external meetings, as directed
• Manage office and ensure timely provision of office material and technical service of office equipment
• Act as training supervisor and administrative assistant for the creation and maintenance of the individual training files as described in the relevant SOP, maintain training curricula and the list of initials
• Plan and process the annual review of training files
• Organize the onboarding of new team members and external contractors including request of user accounts and technical equipment, as needed
• Support planning budgeting, procurement and contracting processes in accordance with the company procedures. Support budget forecast
• Support the preparation of contracts with contractors and service providers. Communicate with vendors ensuring correct invoicing procedures
• Initiate purchase orders, assign invoices to an account and initiate the approval of invoices in SAP and DokuWeb
• Maintain oversight of budget and financial project status and tracking and monitor purchase orders and invoices
• Agree and regularly book accruals based on progress
• Act as organizational back up for the provision of GMP and CPP certificates