Administrative Assistant
ICON
- Gent, Oost-Vlaanderen
- Vast
- Voltijds
For our client in the Ghent region, a global Biotech company, 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. The position is office-based in the area of Ghent.ResponsibilitiesA day full of variety:
- Support in the scheduling of regulatory meetings (internal & external team meetings, strategy meetings, face to face meetings)
- Support with onboarding new starters (contacting IT, ensuring set up, credit card request etc)
- Assist with conference attendance and calendars
- Support the team in booking cost-effective travel arrangements
- Manage invoices, purchase orders and expenses; assist our finance administrator with the non-product related team budget
- Assist in the regulatory sharepoint set up and maintenance
- Obtain foreign certificates and apostille documents to support filing applications
- Liaise with the teams including scheduling meetings, handling logistics (sending materials for review prior to the meetings, distributing notes and preparing presentations and overviews)
- Acting as the liaison between different functional areas
- Plan and manage internal and external meetings, off-site events
- Support the team in booking travel arrangements for internal and external stakeholders (flight & hotel booking, conference registration, apply for visas …)
- Provide support to other employees and office visitors by handling a variety of tasks
- Bachelor degree in administration (management assistant, medical management assistant) or are equivalent by experience
- A minimum of 5 years of experience in administrative support role
- You like to be proactive and have an on-hands approach
- You are positive minded (can-do attitude) and are at your best within a team
- Excellent organisational skills and being able to set priorities
- Proficient in MS Office
- You speak English fluently
- You like to go to the office and live in the region of Ghent