Administrative Assistant
Netherlands
EMA – Interim /
Full-time /
On-site
HOW ABOUT CREATING A HEALTHIER EUROPE TOGETHER?
Our client is a European Medicines Agency responsible for the scientific evaluation, supervision and safety monitoring of medicines in the EU. EMA is located in Amsterdam, Netherlands. Civitta in cooperation with Driessen is providing Temporary Agency Workers to the agency.
We are looking for
Administrative Assistant
In this role, you will provide administrative and secretarial support to the Labeling (LAB) Office, helping to ensure efficient workflows and optimized business processes. A key focus will be managing the post-opinion linguistic review process and coordinating translation activities with the Translation Centre (CdT) in Luxembourg. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
What will you do:
- Coordinate and monitor procedures requiring linguistic review, including translations via the Translation Centre (CdT), and support financial tasks related to Member State compensation.
- Provide accurate and timely administrative and logistical support for internal and external meetings, including scientific and regulatory procedures.
- Draft, format, publish, and manage documents using pre-defined templates, including QRD reference documents and internal web content.
- Maintain and update files, databases, tracking tools, mailing lists, and correspondence linked to assigned tasks.
- Develop and maintain SOPs, Work Instructions (WINs), user manuals, guidance materials, and templates.
- Collect and compile statistical data on LAB Office performance for reporting and analysis.
- Identify potential administrative or procedural issues, escalating to scientific staff or management as needed.
- Contribute to the ongoing improvement and optimisation of administrative processes and workflows.
- Support the Head of Office in daily operations, and act as a point of contact for internal and external queries related to LAB activities.
What do we expect:
- University degree (minimum 3 years of study) and at least 3 years of relevant professional experience.
- Experience working in regulatory or public sector environments, particularly those governed by defined processes, SOPs, WINs, or other procedural documents.
- Proven ability to manage internal and external stakeholders, including organising complex meetings or events involving multiple parties.
- Strong experience in drafting high-quality documents and reports with close attention to detail.
- Skilled in database management, data analysis, and reporting.
- Excellent communication skills, with the ability to communicate clearly and effectively with diverse audiences.
- Strong planning, organisational, and administrative skills.
- A proactive, collaborative team player with a strong sense of initiative.
- Proficient in MS Office and commonly used IT tools, including teleworking and virtual meeting platforms.
- Excellent command of spoken and written English (minimum level C1).
Whad do we offer:
- A full-time, temporary job from 28/06/2025 - 31/12/2025.
- Salary between 3.759,07- and 4.812,16-euro gross per month, depending on your qualifications.
- 25 vacation days if you work 40 hours per week a full year.
- 8.33% holiday allowance.
- Pension after the first working day.
- Travel allowance.
- Opportunity to work in the multicultural environment of a prestigious public EU Agency with career opportunities.
- Interesting and challenging work with a healthy work-life balance.
- Regular training and personal development program.
Civitta is the leading consulting and research company in Central and Eastern Europe with the headquarters in Estonia.
The European Medicines Agency (EMA) is a decentralised agency of the European Union responsible for the scientific evaluation, supervision and safety monitoring of medicines in the EU. The mission of EMA is to foster scientific excellence in the evaluation and supervision of medicines, for the benefit of public and animal health in the European Union. To fulfill its mission, EMA works closely with national competent authorities in a regulatory network. The Agency also implements policies and procedures to ensure it works independently, openly and transparently and upholds the highest standards in its scientific recommendations.
Civitta is providing external assistance services to the Agency since 2023.
By applying to this vacancy, you agree to the following:
I have read and understood that my personal data will be processed for the ongoing recruitment process, as described in the Privacy notice for applicants.
I agree to the storage of my personal data to be contacted by CIVITTA for future employment opportunities, as described in the Privacy notice for applicants.
