Administrative Officer

For our client, a multinational Pharamaceutical company, we are currently looking for a part-time (2.5-3/5) administrative assistant that will be a part of the Policy office team and is expected to work collaboratively and cover the tasks for other members during absences. The 50-60% can be worked on through 2.5 days or 3 days per week, or by regular hours on 4-5 days per week.

The administrative assistant will have a pivotal role within the team:

Responsibilities:

The main day-to-day responsibilities for this role will be to provide compliance support for the Policy team as well as general administrative duties as required.

• Oversee and manage the end-to-end processes of project execution and delivery, liaising with relevant Team colleagues

• Ensure compliance with relevant laws, regulations, and internal policies, and facilitate necessary legal approvals (full training in these processes will be provided and no previous experience is needed).

• Coordinate with stakeholders, project teams, and departments and routing documents for signature

• Establish monitoring mechanisms to track project progress and performance and implement mitigation actions on identified risks.

Additional responsibilities as required:

• Arranging travels, visas, accommodation and managing expenses and agenda management

• Scheduling, attending and recording online meetings

• Assisting the team with PowerPoint, Excel, word, PDF presentations

• Undertaking general office duties such as drafting and sending emails and letters, monitoring stocks of basic items and ordering office supplies and equipment, arranging post and deliveries, printing and photocopying…

• Greeting and managing visitors

• Updating and maintaining templates, org charts, and email distribution lists

• Managing the approval process of documents for external distribution

• Upkeep of the common areas and meeting rooms

• Liaising with staff in other departments

• Team collaboration

- Working closely with other team contractors and provide back-up and support where required, including during events and meetings where there are internal/external visitors and guests.

Skills:

• Advanced knowledge and experience with MS Office tools (Excel, Word, Powerpoint, Outlook and sharepoint)

• Experience in managing sharepoint sites: design, data upload, etc.

• Proficient speaking and writing in English and ideally Dutch and/or French

• Methological and organized approach

• Customer service skills

• Collaborative mindset

Profile:

• 3-5 years’ experience in an international environment, not necessarily corporate (i.e. NGO, trade association, similar, preferably in Brussels).

• Possibly a degree in management studies, office management or similar; pursuing career in executive assistance

• Excellent time management skills and the ability to prioritize work

• Dynamic, open, flexible, global, youthful outlook.

• Strong attention to detail and problem-solving skills

• Strong organizational skills with the ability to multi-task

• Availability to work in an office

• Availability to travel, eventually to attend meetings