Project Coordinator & Admin Support (m/f) FR/EN/NL

Are you looking for a challenging 4/5 opportunity with varied tasks and responsibilities? Read on!


Medical / Pharmaceutical

Job description

Central role within the Benelux structure, coordinating all Sales and Marketing and Medical Affairs projects internally and externally, supporting all Sales and Marketing people  (Business Unit Managers, Key account Manager,…) within the Benelux team. Support also HR Manager with any requirements.


Project Coordinator:

- Data Entry Person for EFPIA Disclosure and reporting for Benelux on the platforms

  • Entering data’s for Benelux
  • 3-4x/year check of data’s from other affiliates, look for missing data’s, follow-up changes + final check in December/January
  • Keeping informed about legislation (EFPIA level & Benelux level)
  • Yearly introduction of the data’s in the official Belgian/Dutch/Luxembourg systems (respecting the official deadlines) – do the follow-up if questions/comments from health-care professionals and health-care officers
  • Daily check of transparency Benelux mailbox

- Coordination of Voluntary Activities

  • Collect ideas from the team, present an overview during Team Meetings
  • When project chosen: practical organisation, follow-up till execution 

Country affiliate Assistant:

- Assistant to all Benelux team members

  • Logistics A to Z for national and international meetings/congresses incl. Mdeon files
  • Congresses in haematology
  • Monthly extraction veeva CRM reports for all products
  • Back-up for the following tasks: support for sponsoring requests, ad boards - introduction and follow-up of veeva vault review and approval (marketing material, contracts,…) - all marketing material Xiapex, sponsoring/grant approval forms, all agreements - coordination with suppliers for translations, marketing material,… - other administrative requests (translations, travel booking, mailings, GDPR support,… )

- Follow-up of Benelux Inside page & Benelux TEAMS site

- Back-up of Contracts for Benelux

  • Make all contracts for Benelux
  • Yearly update of templates with compliance officer, HQ and lawyers
  • Follow-up of invoices/payments
  • Ensure that the Benelux agreement templates are used for interactions with health-care professionals and health-care officers, support to HQ and affiliates when required
  • GDPR: support for practicalities (mailings, follow-up,…)
  • Basic Office Management
  • Samples Benelux: all process (including documentation and filing)
  • Material: manage excel sheet of all material created in VV, archiving for legal purpose and regular check with Pub & Info Responsible
  • Xiapex white list/databases

- Admin: Onboarding new employees - Follow-up exit procedures: daily check of mailbox during at least 3 months, remove from all lists, HR binder,…

Your profile

  • You have an excellent level of Dutch, French and English;
  • You are dynamic & friendly;
  • You are flexible and caring;
  • You are a fast learner;
  • A true team player, you are reliable, flexible as to hours in busy times
  • You have an advanced knowledge of MS office.

What we offer

  • 4/5 working schedule: (32h/week)
  • Permanent contract, health insurance, pension plan, meal vouchers, eco vouchers
  • Salary will be in line with experience, completed with meal vouchers and transport allowance
  • You will join an international environment.



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