Administrative Assistant

Do you like to support a team? Are you well organised and a true administrative wizard?
For our client in the Ghent region, a global Biotech company, we are currently hiring a driven and well-organised Administrative Assistant to support our fast growing teams. You will be supporting our Global Regulatory Affairs team on the one hand, and will take up ad-hoc support for other, smaller teams as well. In your role, you will be part of an Admin team working closely together and supporting each other. The position is office-based in the area of Ghent.

A day full of variety:

• Support in the scheduling of regulatory meetings (internal & external team meetings, strategy meetings,  face to face meetings)
• Support with onboarding new starters (contacting IT, ensuring set up, credit card request etc)
• Assist with conference attendance and calendars
• Support the team in booking cost-effective travel arrangements
• Manage invoices, purchase orders and expenses; assist our finance administrator with the non-product related team budget
• Assist in the regulatory sharepoint set up and maintenance
• Obtain foreign certificates and apostille documents to support filing applications
• Liaise with the teams including scheduling meetings, handling logistics (sending materials for review prior to the meetings, distributing notes and preparing presentations and overviews)
• Acting as the liaison between different functional areas
• Plan and manage internal and external meetings, off-site events
• Support the team in booking travel arrangements for internal and external stakeholders (flight & hotel booking, conference registration, apply for visas …)
• Provide support to other employees and office visitors by handling a variety of tasks

You will tick off following profile requirements:

• Bachelor degree in administration (management assistant, medical management assistant) or are equivalent by experience
• A minimum of 5 years of experience in administrative support role
• You like to be proactive and have an on-hands approach
• You are positive minded (can-do attitude) and are at your best within a team
• Excellent organisational skills and being able to set priorities
• Proficient in MS Office
• You speak English fluently
• You like to go to the office and live in the region of Ghent

Why ICON?

Our focus is to provide you with a comprehensive and competitive total reward package that comprises, not only an excellent level of base pay, but also a wide range of variable pay and recognition programs. In addition, our best in class employee benefits, supportive policies and wellbeing initiatives are tailored to support you and your family at all stages of your career - both now, and into the future.

Our success depends on the knowledge, capabilities and quality of our people. That’s why we are committed to developing our employees in a continuous learning culture – one where we challenge you with engaging work and where every experience adds to your professional development.

ICON, including subsidiaries, is an equal opportunity and inclusive employer and is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know.

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

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