Assistant for Medical Affairs department

Purpose

You will be responsible for the day-to-day organizational and administrative support of the Medical department and other assigned departments. You will work closely with the other assistants in our office and will also be working from the reception desk one day a week. In addition, you will be responsible for various financial processes, such as monitoring the approval process in the finance systems and coordinating and monitoring the invoicing processes. You also coordinate and organize international conferences, national stand meetings, internal events and cycle meetings.

Main Responsibilities

(Financial) administration
The (financial) administration is carried out in such a way that there is correct and up-to-date financial data processing.

Some of your activities will be:
• Taking care of the entire PR/PO process of the department;
• Handling financial administrative matters for the department and ensuring the implementation of the approval route;
• Managing the (digital) archives of the approval system;
• Collecting data for reports and preparing them or supplies the data in a structured manner.

Secretarial support:
Secretarial support carried out correctly and on time, in such a way that the employees of the department and other assigned departments are optimally supported in their work and the right priorities are set.

Some of your activities will be:
• Keeping track of the managers agenda and organizing appointments and/or advising on agreements to be made;
• Planning and preparing appointments, meetings and events initiated by the department and providing the necessary documents (not substantive);
• Organizing meetings, reserving meeting rooms, arranging catering and other facilities and collecting documents, preparing the agenda and presentations and ensuring dissemination;
• Taking minutes at meetings, monitors the progress of decisions and agreements and issues reminders if necessary;
• Arranging hotel reservations and business travel;
• Drawing up correspondence and other documents based on a draft or independently.

Congresses, events & training:
International conferences, training courses, national stand meetings and internal Chiesi events are prepared, implemented and completed in such a way that participants are satisfied and Chiesi can profile itself optimally.

Some of your activities will be:
• Drawing up the budget for events and conferences and monitoring the budgets in accordance with internal rules and regulations;
• Drawing up schedules and scenarios and monitoring the priorities and deadlines in their implementation, identifing issues and adjusting or escalating;
• Coordinating the activities of different disciplines, making work agreements and adjusting if necessary;
 

Experience Required

Education, Languages and Technical Skills

• Vocational eduction level 4 working and thinking level, for example a diploma in Management Support;
• Excellent oral and written communication skills in both Dutch and English;
• Knowledge of and experience with the Dutch healthcare landscape is an advantage;
• Knowledge of and experience with CRM/ERP systems.
• At least 3 years of work experience in a similar position, preferably in the pharmaceutical and/or medical device industry;
• Experience with planning and project work and coordinating projects.

Soft Skills