Department Assistant

For the European Medicines Agency we are looking for a Department Assistant.

Role summary:

• Provide the administrative input necessary to keep the activities of its services running, by working closely with colleagues from a wide range of entities, delivering administrative support to various stakeholders, managing meetings logistics and planning, reporting and contributing to projects covering different areas of activities.

Standard role duties & 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.

A fulltime, temporary job from 1-05-2025 until 14-10-2025.

Department: Data Analytics and Methods Task Force

Salary range:

• 3716,24 gross per month (5 years of experience)
• 4204,68 gross per month (5 - 15 years of experience)
• 4757,31 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

The 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.

Education:

• 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;

Experience:

• Up to 6 years of full time relevant professional experience;
• In dealing with relevant internal and external stakeholders;
• In dealing with administrative procedures in the capacity of administrative support;
• 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.

Got excited? Apply untill the 24st of April, 2025, by leaving your details on our website via the application button.