Department Assistant

Mission

The Department Assistant will play a pivotal role in ensuring the seamless operation of the Medical Affairs department's activities in Spain. This position involves managing the leader's calendar, coordinating meetings and travel arrangements, and preparing various documents and communications. Acting as a key liaison between executives and internal/external stakeholders, the Assistant will handle inquiries and requests with efficiency and professionalism.

In addition to supporting the Medical Affairs department, the Assistant will provide transversal support to the Market Access and Institutional Affairs as well as the Finance area. The role includes organizing and facilitating meetings, preparing agendas, taking minutes, and following up on action items. The ideal candidate will possess strong organizational and communication skills, discretion, and the ability to work both independently and as part of a team.

Responsibilities

· Manage and maintain the schedules of the leader, including meetings, appointments, and travel arrangements.

· Prepare and edit correspondence, communications, presentations, and other documents.

· Coordinate departmental activities and projects, ensuring timely completion and alignment with organizational goals.

· Serve as a liaison between the executives and internal/external stakeholders, handling inquiries and requests efficiently.

· Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

· Provide transversal support to the Market Access and Institutional Affairs as well as the Finance area as needed.

· Assist in the preparation of reports, data analysis, and other administrative tasks to support departmental initiatives.

Financial Control and Budget Management:

o Oversee and manage the department's budget, ensuring expenses stay within approved limits.

o Plan and distribute the budget on a monthly and quarterly basis, adjusting projections as needed.

o Record and monitor all expenses and payments, ensuring timely and accurate processing of invoices.

o Generate detailed financial reports, conduct cost-benefit analyses, and support strategic decision-making.

o Act as a liaison between the department and corporate finance, facilitating effective communication and coordination.

Required Education

· Bachelor’s degree in business administration, Medical, Finance, accounting or a related field.

Experience

· Minimum of 3 years of experience as an executive assistant or in a similar administrative role, preferably in a global organization.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

Competences

· Experience in the pharmaceutical or healthcare industry is desirable.

· Strong interpersonal and communication skills, with the ability to interact effectively with senior executives and stakeholders.

· High level of discretion and confidentiality.

· Ability to work independently and as part of a team.

· Proficiency in multiple languages is a plus.

· Strong problem-solving skills and attention to detail.

· Previous experience in financial and budget management.

· Strong analytical skills and proficiency with financial software and tools.

· Ability to handle multiple tasks and prioritize effectively