Medical Assistant – Growth Markets (Benelux, Austria, Switzerland, Eastern Europe)

Purpose of the role - support the Growth Markets Medical Affairs team by coordinating medical operations, documentation, and compliance across Western and Eastern Europe. Ensure timely approvals, transparent record‑keeping, accurate minutes, and smooth onboarding, while assisting with PV/Regulatory administrative checks and PromoMats workflows.

Position in the organization and collaboration:

• Works closely with: PV‑NL Team, Regulatory Affairs, Marketing/PromoMats, Allergy Management Consultants, Finance/Travel (Concur, Goodwings), and cross‑functional colleagues across Growth markets.

Key responsibilities:

1. Medical affairs operations

• Take minutes at the medical meetings; draft minutes using Copilot and circulate decisions and action items in a timely manner.
• Coordinate activity approvals (e.g., advisory boards, educational meetings) in Veeva. Collect all documents and route the approval package to the Medical Affairs Manager.
• PromoMats: coordinate the digital review/approval process for medical materials for the medical team, ensuring correct versioning and archiving.
• Transparency register: maintain the annual register; file copies of all relevant activity contracts in the transparency folder and submit for review by the Medical Affairs Manager.

• Request accreditations and keep the accreditation list up to date. Allocate credits/points to the appropriate audience groups in line with granted accreditations and internal guidelines.

1. Regulatory/PV support
2. People/team support

• Perform a fourth‑review check of package leaflets and mock‑ups for Regulatory (consistency, readability, correct versions).
• Manage the paper archive (indexing, access management, retention control).

• Coordinate onboarding for new medical hires

Requirements:

• Education: MBO+ or HBO (or equivalent) in a (bio)medical/healthcare discipline, pharmacy assistance, or a relevant administrative/PMO track.
• Experience: 2–4 years in a medical/pharmaceutical or healthcare environment in a support role (Medical/Regulatory/PV/Compliance/PMO).
• Languages: Excellent Dutch and English (written and spoken); German or a CEE language is a plus.
• Knowledge and skills:
• Familiarity with Veeva (PromoMats/Medical), Microsoft 365 (Word, Excel, Teams), and AI‑assisted minute tools (Copilot).
• Basic understanding of compliance frameworks (CGR/EFPIA, Transparency Register) and basic PV/Regulatory processes.
• Strong planning, prioritization, documentation accuracy, and deadline management.
• Discretion and integrity in handling confidential (medical/personal) data; working knowledge of GDPR.

Competencies:

• Proactive and service‑oriented
• Accurate and quality‑focused
• Strong organizer; able to work in a project‑based manner
• Clear communicator with excellent written summaries/minutes
• Stakeholder management across countries and functions
• Problem‑solving and hands‑on

Practicalities:

• Travel: Occasional travel within the region for meetings/training.
• Working pattern: Part‑time 36 hours per week; hybrid working by agreement.

What we offer:

• A varied, international role with a direct impact on medical operations and compliance.
• Professional development in Veeva/PromoMats, PV/Regulatory, and (inter)national accreditation processes.
• A supportive team and room for initiatives, including digitalization of medical processes.