Medical Administrative Assistant - Germany

Job description

Pleased to meet you, we are Galapagos, a dynamic fast growing Biotech company with offices in Europe in Belgium (Mechelen), France (Romainville + Paris), the Netherlands (Leiden), Switzerland (Basel), Italy (Milano), Spain (Madrid), UK (London), Germany (München), the Nordics and in US (Boston).


We’re in the business of changing lives. In our quest to discover and develop life-improving medicines we go where no one has ever gone before. In every challenge we face, we see new opportunities. We want to challenge the impossible. We need thought leaders and rapid thinkers, entrepreneurs in spirit and status quo-fighters. Collaborative innovators and perseverant idealists. We need the best-in-class. In other words, we need you: The ‘make-it-happener.


We are looking for a Medical Administrative Assistant for Germany this role is based in München.


Scope of the job

The Medical Assistant supports the Medical Affairs Director Germany and other members of the Medical Affairs team to ensure that our presence and engagement activities are in line with our objectives.


Your role:

  • Administrative assistance to the entire Medical Affairs team in Germany
  • You support meeting logistics, (invites, rooms, catering, calendar, etc.) meeting coordination and some calendar management
  • You support the Medical Science Liaisons (MSL’s) and Medical Advisors with organizing events like advisory boards, presentations or other external group meetings with customers
  • You provide travel, schedule and meeting coordination for Medical managers of the local medical team
  • You anticipate and resolve administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations
  • You prepare routine and non-routine correspondence, memoranda, reports, spreadsheets.
  • You interact with company employees at all organizational levels to gather information
  • You submit monthly expense reports for senior members of GMA in a timely manner.
  • You manage invoicing and PO processes, including consultancy fees, vendors, etc.
  • You provide general office support

Job requirements

Who are you?

  • You have a bachelor degree with a minimum of 2-3 years of office administration experience 
  • Prior experience supporting senior staff members is required 
  • MS Office (Outlook, Power Point and Excel) has no secrets for you
  • You are proficient in German and English
  • You have excellent planning and organizational skills and strong attention to details
  • You are able to work in a fast paced international environment with demonstrated ability to handle multiple competing tasks and demands
  • You have a high level of integrity and handle confidential matters discretely
  • You can interact and communicate professionally with individuals at all levels of the organization
  • You consistently demonstrate respect for people and relate to people in an open, professional, and encouraging manner
  • You can identify and effectively communicate obstacles and propose solutions
  • You can assess a problem quickly and determine to what level it should be elevated, directing staff to correct person(s)
  • As this position is based in our German entity in München, you need to be living in the Bavarian region. 


What’s in it for you?

You will be part of a fast-growing amazing company and team. As ‘make-it-happener’ you will get all the support you need to make your job successful. At Galapagos we aim to recruit the best people, who stand out among their peers, with integrity and excellent interpersonal and organizational skills. Our employees are the strength behind Galapagos, a highly motivated team, eager to maintain Galapagos’ leading position and achieve breakthroughs in pharmaceutical research. Galapagos offers a competitive remuneration package and a dynamic work environment.

We are Galapagos: together we can make it happen!