Career Category Administrative Job Description You ensure for the Medical Director and Medical Affairs leadership team, the smooth execution of operational, financial, and compliance-related processes across the Medical department. This role drives medical excellence and operational efficiency by managing critical workflows and enabling cross-functional alignment. Responsibilities Work with the medical leadership team and global teams to implement medical metrics, processes and learning initiatives, incorporating AI and digital tools to boost efficiency and impact. Ownership of ordering process for Medical Need Programs & Compassionate Use: ensure correct request handling & processing (quality & regulatory requirements, product supply), ensure clear communication with external stakeholders on required administration and status of the request, ensure accurate internal tracking & documentation in line with regulatory requirements. Drive Grants & Donations process: manages requests, supervises due diligence process by internal stakeholders, organizes G&D review committee, communicates decisions to internal & external stakeholders, supervises administration in line with legal & compliance requirements, tracks milestones & ensures reporting of progress by external stakeholders. Provide admin and logistics support for Medical Events with external focus, e.g. congresses, off-site/teambuilding activities, cross-country meetings. Manage vendor onboarding, and contract setup and FU. Drive continuous process improvement initiatives across medical affairs team. Ensure operational excellence in medical affairs team: coordinate the onboarding of new hires and manage distribution lists, organizational charts, yearly medical journal subscriptions, external memberships and SharePoint updates. Manage invoices, PO's, accruals, DOE decks and budget updates Supervise activities (eg POs, contracts, C3 records with capability center) to ensure compliance with legal and procedural requirements, and audit-readiness at all times Function as back-up for peers in periods of absence, e.g.: FU on sample requests, POC for external medication information vendor team, reception phone coverage through rotation Qualifications & requirements Min bachelor degree or equivalent through experience Min 3-5 years experience in a project mgt role Strong organizational and analytical skills Analytical mindset, detail-oriented - Ability to create dashboards Must have good oral and written communication skills Multilingual preferred (English, Dutch, French) Proficiency in relevant software: Excel, Outlook, Word, Power Point, SAP, Microsoft project, Previous experience in the pharmaceutical industry is a plus Some scientific knowledge is a plus Balances multiple priorities under time pressure Service-oriented, proactive in solving process issues Team player, adaptable to change .