Administrative Coordinator Medical Affairs

The Administrative Coordinator will provide essential support to ensure smooth operations within the Team of a leading life science company. This temporary role (12-month) in Madrid offers an exciting opportunity to contribute to a dynamic and fast-paced environment.

Specific Job Requirements

• Provides administrative and clerical support to the Medical Affairs department, mainly LIVE and Oncology Therapeutical Areas.
• Under manager's direction, creates draft reports, documents, presentations, and templates using raw data. May gather data using internet searches.
• Provides administrative support for Medical Affairs activities and ensures process compliance; prepares contracts with Health Care Professionals and organizations; prepares and organizes documents for review and internal approval processes.
• Coordinates events of various scope, which includes the planning and organization of specific event activities. Liaises with guests and speakers to assess needs and coordinates activities such as travel, accommodation, expense reports and tools and materials for presentations. May coordinate group lease cars requirements and activities (at International Locations).
• Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.
• Monitors budgets regularly and prepares actual vs target analysis.
• Supports the organizational development and, as such, supports projects of various scope, including those improving processes or implementing new and/or revised software or other tools.
• Maintains inventory of supplies for the department, prepares general correspondence, creates, and maintains files; interacts with vendors, ensuring user training, etc.
• Maintains calendars, schedules meetings and events, and makes travel arrangements as needed.
• Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
• Arranges for needed resources to meet timelines.
• Ongoing, acts as a resource to other administrative assistants and is cross trained to cover for another administrative assistant if he/she is out of the office for an extended period. Assists in the orientation of new administrative assistants and other staff.

• Competitive salary ranging from 36 to 38 K EUR.
• Opportunity to work in a large organization within the life science industry.
• 12-month temporary contract with potential to gain valuable experience in a key department.
• Collaborative work environment in Madrid.
• Exposure to a dynamic and impactful sector in healthcare.

Our client is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Our therapeutic areas of focus include HIV/AIDS, liver diseases, invasive fungal infection and Oncology. This role will support the Medical Affairs department in Spain and will be based in Madrid.

• Experience in Pharma Industry is a must.
• Deep understanding of administrative and office policies.

Knowledge, experience and skills

• Requires a minimum of a high school diploma plus proven administrative experience
• Experience in Pharma industry would be recommended
• Ideally has experience working in a Medical Affairs department
• Excellent verbal, written, are required both in Spanish and English.
• Strong attention to details and outstanding interpersonal skills.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Advanced knowledge and experience using a number of office software.
• Typically works under minimal supervision and may receive general direction on new lines of work or special assignments.
• Ability to embrace our client's patient-centric values, including highest ethical and compliance standards.