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.

Timetable