Job Description
The Administrative Assistant provides professional administrative and logistical support to the Clinical Research Director (CRD) and the GCTO Department. This role coordinates travel, meetings, communications and finance-related tasks, ensures smooth daily operations for the team, and supports local compliance processes (FCPA/ABC). The role requires a proactive, client-service oriented individual who can operate independently and maintain accurate records and reports.
Key Responsibilities:
Travel, logistics & meetings
- Arrange travel, accommodation and ground transportation for the CRD and other designated staff, ensuring cost-efficiency and compliance with company travel policies.
- Prepare detailed itineraries and travel packs; monitor changes and proactively communicate updates.
- Coordinate logistics for meetings and events at country, cluster and regional levels (when role is located in Romania or Bulgaria), including venue booking, A/V, catering and participant materials.
- Manage meeting agendas, calendar coordination and follow-up actions; prepare meeting rooms and welcome guests and customers.
Coordination & communication
- Serve as a primary liaison between the CRD, GCTO Department and other company stakeholders to ensure timely information flow and coordinated activities.
- Maintain and manage distribution lists; prepare and send communications on behalf of the CRD.
- Greet and direct visitors; answer or direct phone and email inquiries in a professional manner.
Administrative & records management
- Maintain order and accuracy in GCTO Department training records and general files (electronic and/or physical).
- Run regular and ad‑hoc reports, collate information and prepare summaries for the CRD.
- Track headcount and support headcount management processes for the cluster.
Financial administration & procurement
- Support payments and purchase order processes, including registration of invoices and processing payments in applicable company systems (e.g., GMS and COMET).
- Track payments and PO status in accordance with local SOPs; escalate discrepancies as appropriate.
- Support creation and monitoring of purchase orders and vendor communications as needed.
Compliance support (FCPA/ABC)
- Assist COM with FCPA/ABC process tasks, including use of Veeva database and creation of FCPA workflows.
- Conduct annual re-checks of FCPA/ABC status according to updated procedures and maintain compliance records.
Qualifications & Experience:
- University degree.
- Minimum 1 year of experience in an administrative assistant role; 2 years preferred.
- Very good command of English (written and spoken).
- Proficient in business software applications, especially Microsoft PowerPoint and Excel.
- Experience in arranging travel logistics.
- Strong client-service orientation with excellent communication, planning, interpersonal and organizational skills.
- Ability to work independently, with a proactive and solution-focused approach.
- Familiarity with company systems such as GMS, COMET and Veeva (or experience learning enterprise systems quickly).
- Prior experience supporting clinical research or GCTO-type functions.
- Experience in invoice processing and purchase order workflows.
Key Competencies:
- Attention to detail and accuracy
- Time management and ability to prioritize competing demands
- Confidentiality and sound judgment
- Flexibility and ability to adapt in a dynamic environment
- Team player with stakeholder management skills
**Required Skills: **
Business Computer Applications, Client Orientation, Cluster Management, Company Registrations, Customer Communications, Customer-Oriented, Finance, Logistics, Material Logistics, Planning, Proactive Thinking, Working Independently
**Preferred Skills: **
Business Administration, Business Communications, Business Management, Business Software, Client Facing, Client Management, Client Onboarding, Client Representation, Clinical Research, Clinical Trials, Company Representation, Corporate Management, Customer Engagement, Customer Experience Management, Customer Outreach, Customer Satisfaction, Customer Service, Customer Service Management, Data Fusion, International Business Management, Microsoft PowerPoint, Order Fulfillment, Purchasing Management, Strategic Customer Development, Travel Planning
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**Employee Status: **
Regular
Relocation:
No relocation
VISA Sponsorship:
No
Travel Requirements:
No Travel Required
Flexible Work Arrangements:
Hybrid
Shift:
Not Indicated
Valid Driving License:
No
Hazardous Material(s):
n/a
Job Posting End Date:
05/18/2026
***A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date. **