Senior Administration Assistant

General Administration
• Provide general administrative/project support to the local cross-functional team
• Perform clerical duties, including filing, answering phone calls, responding to emails, and preparing documents
• Organize mail and courier services
• Support the organization of internal meetings and interactions with partners, including catering arrangements
• Assist in managing relationships with vendors and service providers
• Support vendor onboarding, contract management, and purchase order creation
• Collaborate with third parties as needed for administrative tasks
• Provide backup support for travel arrangements of the leadership team
• Support the management of local operating expenses: raising and tracking purchase orders
• Assist in onboarding plans for new hires

Business Support
• Support external live and digital events (congresses, workshops, etc.) in collaboration with the local team and/or agencies
• Assist in cooperation with healthcare professionals
• Support the preparation of commercial materials in alignment with team needs
• Assist in the internal activity / material approval and documentation process
• Support congress and conference planning and logistics

Communication
• Assist in communication projects and production of communication materials and campaigns

Compliance
Assist in structuring and managing local compliance processes and regulations, including:
• Support for local declarations/authorizations
• Participation in legal reviews of agreements with healthcare professionals, hospitals, and healthcare organizations
• Support for personal data protection implementation
• Be familiar with applicable compliance codes
• Assist with TOV (Transfers of Value) data collection • Intermediate-level professional with proven experience in administrative or operational support roles
• Previous experience in the pharmaceutical or biopharmaceutical industry is essential to ensure fast onboarding and understanding of sector-specific processes
• Experience supporting multidisciplinary teams and providing assistance to several stakeholders simultaneously
• Background in supplier management, contract support, purchase order creation, and expense tracking
• Experience organizing in-person and digital events is an advantage
• Preferred knowledge or familiarity with compliance processes in pharma
• Bilingual English-Spanish
• Strong organizational, planning, and multitasking abilities
• Competence in handling documentation, preparing materials, and managing professional communications
• Proactive, autonomous, and able to anticipate team needs
• High attention to detail, especially when handling sensitive information (contracts, personal data, TOV-related information)
• Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word, PowerPoint)
• Availability to work in a hybrid model, with 80% remote work
• Residence in Madrid is required

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