Trilingual Contracts Coordinator & Administrative Assistant NL/FR/EN (m/f)

For one of our clients in Brussels we are looking for a dynamic trilingual Admin Assistant!

Job description

You will have a central role within the client's BeNeLux structure, in which you will be coordinating all Sales and Marketing (S&M) and Medical Affairs (MA) projects internally and externally, while supporting all Benelux S&M staff (Business Unit Managers (BUM) or Key account Manager (KAM), …). If required, you will be supporting the HR Manager as well.

Country Affiliated Assistant

-Assistant to all Benelux team members:

  • Support for sponsoring requests, ad boards;
  • Introduction and FU of veeva vault review and approval (marketing material, contracts, …) all mktg material -Xiapex, Spg/grant approval forms, all agreements;
  • Coordination with suppliers for translations, mktg material, … ;
  • Other administrative requests (translations, travel booking, mailings, GDPR support, … ).

-In charge of Contracts  for Benelux

  • Make all contracts (HCC and vendors) for BNL (including VV process, getting signatures, filing, contact/support in contact with HQ legal, external lawyers, …);
  • Yearly update of templates with compliance officer, HQ and lawyers;
  • FU invoices/payments;
  • Ensure that the Benelux agreement templates are used for interactions with HCP/HCOs, support to HQ and affiliates when required for BNL HCP/HCOs.

-GDPR : support for ‘practicalities’ (mailings, FU, …)

-Basic Office Management (phone, door, taxis, office supplies, lunch, business cards, UPS, plants, cleaning -team, …)

-Samples BNL : 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

-Administrative support:

  • When new people on board : install computer, order iphone/ipad, business cards HR binders, signature lists, …;
  • When someone leaving : daily check of mailbox during at least 3 months, remove from all lists, HR binder, …

Project Coordinator: (only as back-up)

-Data Entry Person (DEP) for EFPIA Disclosure of ToVs and reporting for Benelux on the platforms:

  • Entering data for Benelux; 
  • 3-4x/year check of data’s from other affiliates, look for missing data’s, FU 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 FU if questions/comments from HCP/HCOs;
  • Daily check of transparency BNL mailbox.

-Coordination of Voluntary Activities:

  • Collect ideas from the team, present an overview during Team Meetings;
  • When project chosen : practical organisation, FU till execution.


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: Monday, Tuesday, Thursday and Friday (32h/week);
  • A permanent contract will be offered to the ideal candidate;
  • Salary will be in line with experience, completed with meal vouchers and transport allowance;
  • You will join an international environment.



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