Administrative Assistant

**GENERAL DESCRIPTION - Role and Responsibilities**

Reporting into the Medical Lead Mid-Europe, the administrative assistant is responsible for the overall administrative management of the Medical Affairs department in his/her assigned scope and assist the Medical Affairs team in it’s daily activities (calender and travel management, scheduling and organization of meetings, preparation and proper filing of documents, support with suppliers and budget management, collection and dissemination of information necessary for the proper functioning of the team by means of the applicable communication channels,).

The administrative assistant supports the department with with professionalism and flexibility in his/her assigned scope and collaborates with other team members across the organization and within the region, which may include the coordination of specific projects within the division/region.

**MAIN ACTIVITIES**:
**Is responsible for the overall administrative management of the Medical Department**
- Assists the Medical Affairs Team in its daily activities.
- Plans all internal team meetings and ensures the logístical organization of internal team meetings and/or seminars (invitation, logistics, preparation of documents e.g., agenda)
- Travel arrangements (transport, accomodation & related activities) for the team’s external meetings and communicating all relevant details to participants.
- Manages new arrivals and new members: reception, administrative management of material orders (integration of digital tools and computer equipment), creation of tool accounts, training follow-up (training in tools/processes).
- Responsible for archiving in a format accessible to the department (is a procedure referent, organizes and guarantees archiving) according to the directives of the Medical Lead and his/her direct reports.
- May provide support as a back-up for assistants in other departments (in case of holidays, sick leave,)
- May be required to contribute to and/or lead projects specific to his/her division/department or across the company on processes for which he/she is responsible in compliance with the group's regulations and procedures, and to make proposals on procedures or working methods to be simplified/improved.
- Facilitates interactions within the Medical Department:

- Ensures good communication of information to all services/departments.
- Serves as a reference point for the team and as a contact point for other divisions.
- Collects and disseminates information necessary for the proper functioning of the team.
- Drafts internal communication materials (reports, minutes, memos, newsletters, slides, etc.)
- Develops and monitors the team's holiday schedule.
- Proposes and implements solutions and measures for the team to promote efficiency, well-being at work and conviviality within the Medical Department.
- Follows-up and supports where needed the team’s expense management

**Monitoring of department’s budget**

Within the internal budget management tool Athena:

- Enter all information related to the creation (and update) of suppliers and make changes if necessary
- Issues purchase orders (and PPR’s for honorarium payments) and receives quotes orders from suppliers
- Follow-up of service providers on contracts and invoices
- Ensures that invoices are paid and monitors their correct payment
- Processes and monitors any provisions
- Is in contact with the financial service platform hosted in Europe
- Rereads and monitors contracts and alerts in the event of non-compliance, in coordination with the purchasing department
- Monitors the budget of the Medical Affairs Department

**Meetings organization**
- Logistics support for medical-affairs owned events (scientific/non-promo events/meetings, AdBoards/EIF’s etc.) with external health

care experts
- Event organization in coordination with the AmEx meetings management group
- Creation and maintenance of these events in the internal system (Veeva CRM) from start till event closure
- Follow-up communications with participating health care experts (speakers and/or consultants)
- Follow-up with health care experts on contract signatures, invoice and payment
- Ensure archiving of contracts and invoices

**Activities related to Medical Review/Medical Information Services**:
Supervision of the submission periods for promotional materials:

- Defines with the Medical Review Specialists, the retroplanning for the revision/approval of promotional documents for each submission period.
- Communicates the retroplanning of the submission periods to all internal stakeholders and is responsible for its follow-up to ensure an optimal medical review activity.
- Is the point of contact for the medical review service provider: steering meetings, organization of the certification schedule, carrying out quality controls on subcontracted activities.
- Records the follow-up of visas in the document tracking tool.
- Manages the documentation published on the in