Management Assistant to Head of Devices, Artwork & Packaging

Location: Braine-l’Alleud, Belgium

Engagement: Freelancer (ASAP – long‑term)

Overview

We are partnered with a leading global pharmaceutical organisation to support them in hiring an experienced Management Assistant to work closely with the Head of Devices, Artwork & Packaging. This role is key to ensuring the smooth operational running of a global function. You will act as a trusted partner, supporting senior leadership by anticipating needs, managing complexity, and ensuring high standards of efficiency, quality, and compliance in a fast‑paced, international environment.

Key Responsibilities

• Manage complex calendars, priorities, and agendas to support effective time management
• Organise and coordinate internal and external meetings, events, and global business travel
• Proactively schedule recurring leadership and team meetings in line with corporate calendars
• Manage logistics for on‑site and off‑site meetings (meeting rooms, IT, catering, visitors, transport)
• Arrange travel and accommodation in line with company travel policies, including visa support
• Process expense reports, purchase orders, and invoices
• Coordinate contracts, CDAs, and documentation in line with compliance and delegation rules
• Support preparation of reports and presentations, including leadership and monthly reports
• Act as liaison between the function and internal/external stakeholders across time zones
• Support onboarding of new team members and provide back‑up support to peers when needed

Hard Skills

• Proven experience supporting senior leaders in a complex, regulated environment
• Strong Microsoft Office skills (Word, Excel, PowerPoint)
• Experience with collaboration tools (Teams, SharePoint, OneDrive)
• Familiarity with SAP/SRM for purchase orders and invoicing (preferred)
• Experience with Fieldglass for timesheet approvals (nice to have)
• Fluent in English, French or Dutch

Soft Skills

• Highly organised with excellent attention to detail
• Proactive, service‑oriented, and able to anticipate needs
• Comfortable managing multiple priorities in a fast‑changing environment
• Strong communicator with the ability to work across global, cross‑functional teams
• Calm, adaptable, and solution‑focused under pressure
• Trustworthy and confident handling confidential and sensitive information

Education

• Bachelor’s degree or equivalent experience
• Additional administrative or business certifications are a plus