We are currently hiring a driven and well-organised Administrative Assistant to support our fast growing teams. You will be supporting our Global Regulatory Affairs team on the one hand, and will take up ad-hoc support for other, smaller teams as well. In your role, you will be part of an Admin team working closely together and supporting each other. This is a position based out of the Ghent office.
Reporting to:
Executive Assistant CMO. This position will be part of the admin pool.
The position will have the following key responsibilities:
For the Global Regulatory Affairs team:
1. Support in the scheduling of regulatory meetings (internal & external team meetings, strategy meetings, face to face meetings)
2. Support with onboarding new starters (contacting IT, ensuring set up, credit card request etc)
3. Assist with conference attendance and calendars
4. Support the team in booking cost-effective travel arrangements
5. Manage invoices, purchase orders and expenses; assist our finance administrator with the non-product related team budget
6. Assist reg ops with regulatory sharepoint (non- product specific) set up and maintenance
7. Obtain foreign certificates and apostille documents to support filing applications
As assistant to the other teams:
8. Liaise with the teams including scheduling meetings, handling logistics (sending materials for review prior to the meetings, distributing notes and preparing presentations and overviews)
9. Acting as the liaison between different functional areas
10. Plan and manage internal and external meetings, off-site events
11. Manage invoices, purchase orders and expenses
12. Support the team in booking travel arrangements for internal and external stakeholders in line with the company’s travel policy (flight & hotel booking, conference registration, apply for visas …)
13. Provide support to other employees and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.
Desired Skills and Experience:
14. Bachelor degree in administration is a minimum
15. 5 years of relevant experience in administrative support
16. Hands-on approach and can-do attitude
17. Ability to take initiative, being highly proactive and make decisions
18. Driven to work collaboratively and cross-functionally
19. Excellent organizational skills and ability to prioritize as well as being flexible
20. Being a teamplayer and a good communicator is key
21. High level of professionalism, discretion and confidentiality
22. A creative mind with an ability to suggest improvements
23. Knowledge of office administrator responsibilities, systems and procedures
24. Experience working in a biotech/pharma environment is a plus. If not, willing to familiarize with this exciting and specific environment
25. Proficiency in MS Office
26. Excellent written and verbal communication skills
27. Fluent in English
Offer:
We welcome you in a flexible working environment where you are part of a devoted, international team, with a strong team spirit. An environment where autonomy and entrepreneurship are key elements and you are encouraged to take initiative and bring in new ideas. Where there is quick decision making process and everyone is approachable. Making the difference together is what makes it special to be part of the argenx team!
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