Department Assistant

Job title:

Department Assistant

Company:

Adecco

Job description

For the European Medicines Agency we are looking for a Department Assistant in the office of Core Services Department responsible for:

• facilitation of effective communication and supporting the head of the department with calendar management and meeting coordination. This involves preparing for department-wide meetings by managing agendas, reserving appropriate rooms, and gathering presentation materials. The assistant also aids in onboarding new team members, ensuring they feel welcomed and informed. Collaboration with other division assistants is essential, providing coverage during absences to maintain continuity in support. Additionally, the role encompasses managing travel arrangements for missions, including booking transportation and accommodations, as well as assisting with expense reports and claims. This multifaceted position requires strong organisational skills, attention to detail, and the ability to work collaboratively in a dynamic environment.

Responsibilities:

• Provide dedicated administrative and strategic support to the Head of Department and, where appropriate, guide on specific matters and ensure the highest level of discretion and confidentiality;
• Provide administrative and organisational/logistic support with the preparation and follow-up of internal and/or external stakeholder meetings;
• Effectively manage the calendar and mail of the Head of Department, including categorising and redistribution within the department;
• Draft and circulate correspondence such as reports, statistical data, minutes, presentations, and use templates and formats in accordance with the Agency standards;
• Assist with the planning for human-resource related needs in the division and liaise with the relevant staff-related services;
• Coordinate with the preparation and management of department-level planning, monitoring and reporting of activities;
• Contribute to integrated quality management (IQM) activities such as preparation and maintenance of standard operational procedures (SOPs) and work instructions (WINs), risk management, key performance indicators and business continuity planning;
• Administer information requests in line with Agency procedures and monitor and support the handling of internal and external queries;
• Assist with the coordination of mission requests and training planning.

Waar ga je werken?European Medicines Agency (EMA) is a decentralised agency of the European Union responsible for the scientific evaluation, supervision, and safety monitoring of medicines developed by pharmaceutical companies for use in the EU. The agency is located in Amsterdam, Netherlands and employs over 900 people from across the EU. EMA’s mission is to protect public health by ensuring that all medicines available in the EU are safe, effective, and of high quality.Wat vragen wij?

• Required: A level of post-secondary education attested by a diploma,
• or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years;

Jouw profiel:Essential requirements:

• Up to 6 years of full time relevant professional experience;
• Experience in dealing with relevant internal and external stakeholders;
• Experience in dealing with administrative procedures in the capacity of administrative support;
• Expereince in organising and running (live) meetings and events with public participants (for example: stakeholder meetings, public hearings, press briefings, trainings).

Skills & knowledge:

• Proficient in MS Office suite;
• Proficient user of the latest IT technology for virtual meetings and collaborative tools;
• Knowledge and understanding of medical terminology for non-medical staff.
• Strong organisational and communication skills;
• Proficiency in agenda management, room reservations, and presentation material optimisation.
• Good collaboration practices.
• Attention to detail and adaptability are key to thriving in this role.

Wat bieden wij:A fulltime, temporary job from 06-01-2025 until 30-06-2025 (contract extention is possible);Salary range:

• 3565,45 gross per month (5 years of experience)
• 4034,08 gross per month (5 – 15 years of experience)
• 4564,30 gross per month (15 years of experience or more)

Interesting and challenging work that brings value to European citizens;A diverse and stimulating working environment.Got excited? Apply till 26 November, 2024, by leaving your details on our website via the application button.

Expected salary

€3565 per month

Location

Amsterdam, Noord-Holland

Job date

Fri, 22 Nov 2024 07:30:47 GMT

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