Administrative Assistant

Bausch+Lomb is an innovative company that invests in research to advance health in the world and attaches particular importance to the realization of our commitments to our patients, healthcare professionals, our shareholders and society in general.

With 160 years of expertise in this field and a portfolio of products available in more than 100 countries, Bausch + Lomb has become a key player in ophthalmology.

For our Belgium subsidiary, we are recruiting an Administrative Assistant.

**OBJECTIVES / PURPOSE OF JOB**:
The administrative assistant plays an indispensable role in our Benelux organization & provides experienced office and business support to Sales - Marketing & RA Team in the Benelux. This role reports directly to the Sales & Marketing Director Benelux Pharma.

**KEY ACTIVITIES/RESPONSIBILITIES**
- **General**:

- Supports managers and employees through a variety of tasks related to organization and communication.
- Securing conference rooms, ordering office material and administrative support
- Answer direct phone calls (mails)
- Serves as a departmental resource for Bausch & Lomb internal technologies (i.e; Outlook, Teams, Sales Force, Concur, Compliance wire etc.)
- Travel Coordination: flights/hotels, coordination of in & offsite meetings for Benelux team
- Assists with the onboarding of new personnel (materials)
- **Specific**:

- Support the Regulatory Manager in the implementation and maintenance of the different RA procedures.
- Maintain and update the various RA procedures
- Participate in the preparation of internal and external audits.
- Monthly follow-up of sample deliveries. Quarterly consolidation of the correct reporting of samples by the representatives.
- Assistance with the Pharma transparency declaration.
- Support/preparation/follow-up & archiving of RAF/CAF
- MDEON requests in collaboration with regulatory manager
- Updating the table of complaints and side-effects
- Organisation of the return of defective products
- Creation of a structured file for monitoring packaging elements, which is updated regularly.
- Annual reconciliation and follow-up of the administrative release of batches for the Benelux market.
- Administrator for compliance wire
- Distribution of latest SPC updates to the sales team.
- Support the Sales / Field sales & Marketing Benelux in all business aspects
- Follow-up of sales & marketing budget
- Create purchase orders, route invoices for signature, submit check requests and track payments. Ensure digital documentation is up to date on Company internal servers.
- Quotations, organisation and providing on-site management of meetings//conferences/events/seminars (OB/NOG)
- Support and submit RAF and CAF to obtain the needed signatures + Processing and archiving of CAF/RAFs
- Management of various contracts (suppliers, KOLs, etc...)
- Follow-up of quotations for hospitals, wholesalers and purchasing groups
- Writing and sending mailings to customer target groups.
- Assisting the Product Manager with the production of promo tools. Interface with graphic designers.
- Translating marketing material and proofreading as a second eye.
- Managing the marketing (in/out)material and organising the distribution to the representatives.

**COMPETENCIES AND EXPERIENCE**
- Proven work experience as a admin assistant pharma or Sales/ marketing support pharma
- Hands on experience with CRM software and MS Office
- Developed time management skills and organizational skills to prioritize work and/or multi-task
- A team player and communicator with high level of dedication
- Ability to work under strict deadlines
- You are fluent Dutch-French & English (written/spoken)
- Discretion to handle sensitive and confidential correspondence

Dienstverband: CDI

Loon: €3.000,00 - €3.500,00 per maand

Extralegale voordelen:

- Chèques repas
- Éco-chèques
- Ordinateur de fonction

Rooster:

- Lun-Ven
- Travail de jour

Soorten aanvullende vergoedingen:

- 13ème mois
- Pécule de vacances

Expérience:

- Administration: 1 an (Exigé)

Langue:

- Néerlandais (Exigé)
- Anglais (Exigé)

Werklocatie: Fysiek