Senior Administration Assistant Madrid (Madrid)

Descripción de la oferta

Duración de la oferta: hasta el 27/03/2026.

Funciones

General Administration
    • Provide general administrative/project support to the local cross-functional team
    • Perform clerical duties, including filing, answering phone calls, responding to emails, and preparing documents
    • Organize mail and courier services
    • Support the organization of internal meetings and interactions with partners, including catering arrangements
    • Assist in managing relationships with vendors and service providers
    • Support vendor onboarding, contract management, and purchase order creation
    • Collaborate with third parties as needed for administrative tasks
    • Provide backup support for travel arrangements of the leadership team
    • Support the management of local operating expenses: raising and tracking purchase orders
    • Assist in onboarding plans for new hires

Business Support
    • Support external live and digital events (congresses, workshops, etc.) in collaboration with the local team and/or agencies
    • Assist in cooperation with healthcare professionals
    • Support the preparation of commercial materials in alignment with team needs
    • Assist in the internal activity / material approval and documentation process
    • Support congress and conference planning and logistics

Communication
    • Assist in communication projects and production of communication materials and campaigns

Compliance
Assist in structuring and managing local compliance processes and regulations, including:
    • Support for local declarations/authorizations
    • Participation in legal reviews of agreements with healthcare professionals, hospitals, and healthcare organizations
    • Support for personal data protection implementation
    • Be familiar with applicable compliance codes
    • Assist with TOV (Transfers of Value) data collection

Requisitos

    • Intermediate-level professional with proven experience in administrative or operational support roles
    • Previous experience in the pharmaceutical or biopharmaceutical industry is essential to ensure fast onboarding and understanding of sector-specific processes
    • Experience supporting multidisciplinary teams and providing assistance to several stakeholders simultaneously
    • Background in supplier management, contract support, purchase order creation, and expense tracking
    • Experience organizing in-person and digital events is an advantage
    • Preferred knowledge or familiarity with compliance processes in pharma
    • Bilingual English-Spanish
    • Strong organizational, planning, and multitasking abilities
    • Competence in handling documentation, preparing materials, and managing professional communications
    • Proactive, autonomous, and able to anticipate team needs
    • High attention to detail, especially when handling sensitive information (contracts, personal data, TOV-related information)
    • Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word, PowerPoint)
    • Availability to work in a hybrid model, with 80% remote work
    • Residence in Madrid is required

Se ofrece

Remote work 80%
Temporary Contract (1 year)