Medical Project Management Assistant

You ensure for the Medical Director and Medical Affairs leadership team, the smooth execution of operational, financial, and compliance-related processes across the Medical department.

This role drives medical excellence and operational efficiency by managing critical workflows and enabling cross-functional alignment.

• Work with the medical leadership team and global teams to implement medical metrics, processes and learning initiatives, incorporating AI and digital tools to boost efficiency and impact.
• Ownership of ordering process for Medical Need Programs & Compassionate Use: ensure correct request handling & processing (quality & regulatory requirements, product supply), ensure clear communication with external stakeholders on required administration and status of the request, ensure accurate internal tracking & documentation in line with regulatory requirements.
• Drive Grants & Donations process: manages requests, supervises due diligence process by internal stakeholders, organizes G&D review committee, communicates decisions to internal & external stakeholders, supervises administration in line with legal & compliance requirements, tracks milestones & ensures reporting of progress by external stakeholders.
• Provide admin and logistics support for Medical Events with external focus, e.g. congresses, off-site/teambuilding activities, cross-country meetings. Manage vendor onboarding, and contract setup and FU.  
• Drive continuous process improvement initiatives across medical affairs team.
• Ensure operational excellence in medical affairs team: coordinate the onboarding of new hires and manage distribution lists, organizational charts, yearly medical journal subscriptions, external memberships and SharePoint updates.
• Manage invoices, PO's, accruals, DOE decks and budget updates
• Supervise activities (eg POs, contracts, C3 records with capability center) to ensure compliance with legal and procedural requirements, and audit-readiness at all times
• Function as back-up for peers in periods of absence, e.g.: FU on sample requests, POC for external medication information vendor team, reception phone coverage through rotation

• Min bachelor degree or equivalent through experience
• Min 3-5 years experience in a project mgt role
• Strong organizational and analytical skills
• Analytical mindset, detail-oriented - Ability to create dashboards
• Must have good oral and written communication skills
• Multilingual preferred (English, Dutch, French)
• Proficiency in relevant software: Excel, Outlook, Word, Power Point, SAP, Microsoft project, ..
• Previous experience in the pharmaceutical industry is a plus
• Some scientific knowledge is a plus
• Balances multiple priorities under time pressure
• Service-oriented, proactive in solving process issues
• Team player, adaptable to change