Administrative Assistant

3 jours restants

mardi 28 mars 2017
Date limite
vendredi 28 avril 2017
Andreea Ardelean
Niveau d'expérience
0 à 2 ans d'expérience
Type de contrat
Temps de travail
Temps plein
eXPErt services for eXPErt professionals.
That's XPE. For one of our clients we are looking for: Administrative Assistant Organisation description:

XPE Pharma & Science is looking for an Administrative Assistant profile in order to support the R&D QRM platform in administrative and logistical activities for QRM activities, learning activities and control documentation activities. Experience in supporting audits and inspections is an asset, as well as experience with learning management systems and/or controlled documentation. English spoken and written is a must. Good knowledge of MS Office, SAP, Documentum and EasyDoc is required, too.

Job description:

The executor of this mission is responsible for supporting the R&D QRM platform CoE (Center of Expertise) teams in administrative and logistical activities for :  QRM activity: The data entry of corporate audits, regulatory inspections, and processing/reporting of audit-related information and/or  Learning activity: the data entry linked to the activity, processing and reporting of learning information and/or  Control documentation activity: the data entry of the control document activities, processing and reporting of the control documentation information. For the support to QRM activities: Helps manage the audit reports, audit findings, CAPA and inspection reports follow-up by:  Using the e-tool SAP-audimat and Carisma  Checking distribution lists  Encoding audit and inspection reports into SAP Audimat  Processing audit reports for review by compliance managers  Feeding audit reports into SAP audit database  Ensuring adequate filing of audit and inspection reports  Generating of SAP reports based on specific requirements for findings information, follow up of corrective actions and audit statistics  Updating specific excel report tables  Liaising with the Pharma admin team For the support to Learning activity : Performs operational and administrative activities related to learning and training including working with the Learning Management Systems (myLearning, PeopleSoft) as  Administrative support for creation and maintenance of training curricula  Administrative support for creation of new training in the system (course code creation, uploading of content) and notification of new training  Collection, scan and registration of trainings in the system  Archiving of training materials  Acting as point of contact for R&D business area for questions related training  Contributing to improvement initiatives related to learning  Collection of data for the Key Performance Indicators from stakeholders  Updating the training matrix (called POL/SOP Map – Excel sheet) for the GVD functions For the support to Control documentation activity : Performs operational and administrative activities related to Controlled documents as SOPs, Policies, working instructions,…) including working with the Document Management System (Sap-eSOP, CDMS, documentum) as  Providing appropriate tools/material/information to the Control document managers (CDM) at the time they start the revision/development of a POL/SOP/GUI (e.g: provide appropriate templates, web links, standard preparation timelines,…)  Performing a final QC of the POLs/SOPs/GUIs under revision (e.g: checks of templates, abbreviations, references, associated documents,….)  Performing cross-checks of information/documents coming from multiple sources (internal and external )  Compiling comments collected from stakeholders as appropriate  Collecting signatures of the POL/SOP/GUIs approvers as appropriate  Following-up with the CDM to prepare notifications/communications confirming the revision or creation of POLs/SOPs/GUIs impacting the department  Updating the glossary (which includes definitions/abbreviations stated in the POLs/SOPs/GUIs impacting GVD)  Posting process documentation (POL/SOP/GUI) on the intranet  Answering to questions of customers or directing them to the appropriate person  Classifying, store and archive the POL/SOP/GUIs (paper & electronic versions) in the appropriate records management system


Required Experience & Knowledge  Experience in supporting audits and inspections is an asset  Experience with learning management systems and/or controlled documentation systems is an asset  Demonstrated strong planning and organizational skills, being proactive  Analytical skills, including the ability to gather, summarize complex information from multiple internal and external sources Soft skills :  Detail-oriented  Customer-oriented  Quality mindset  Positive and proactive attitude  Team spirit  Oral and written communication skills, including the ability to communicate via formal and informal discussions within the team as well as with customers, process experts/owners  Ability to operate cross-functionally and cross-departmentally in a multicultural environment, demonstrating a strong team spirit  Ability to handle sensitive documents and information in strict confidence, as well to apply sound judgment in processing and interpreting data Education, Methodology & Certification Requirements  Diploma in administrative support or similar background in administrative position in a large company ICT Skills (software, operating systems, hardware, etc.)  Microsoft Office  SAP  Documentum  EasyDoc Language Proficiency Requirements English good knowledge of written & spoken


Open end contract on XPE payroll; Highly professional working environment.

XPE Personnel Services NV/SA: Flanders: VG15/BU, Brussels: B-AA5.031, Wallonia: W.RS.002/W.INT.002
XPE Group NV/SA : Flanders: VG1834/B, Brussels: B-AA11.007, Wallonia: W.RS.713