Administrative​/Clerical Assistant, Office Administrator​/ Coordinator

Salary and Location

Salary: 3,209.87 Euro (including local weighting) plus benefits (see calculator) (based on a full‑time contract of 40 hrs/week).

Location: EMA Amsterdam, Netherlands (relocation to take up duties is mandatory).

The European Medicines Agency (EMA) is looking for professionals to provide administrative support across its various organisational entities.

Available roles include:

• Scientific Support Assistant – provides administrative and regulatory support across the lifecycle of human or veterinary medicines.
• Access to Documents Assistant – manages access‑to‑documents requests.
• Administrative Assistant – coordinates meeting logistics, prepares reports, and supports projects.
• Clinical Data Publication Assistant – manages clinical data publication procedures.
• Liaison Assistant – strengthens the Agency’s relationships with stakeholders.

• Provide accurate and timely administrative and organisational/logistic support in preparation and follow‑up of internal and/or external scientific, regulatory and procedural meetings.
• Prepare and ensure publication of relevant documents using pre‑defined templates and formats where appropriate.
• Contribute to the management of files, statistics, data, databases, tracking lists, mailing lists and correspondence relating to specific tasks.
• Develop and update SOPs, WINs, user manuals, guidance documents and templates.
• Use administrative and procedural knowledge to identify potential difficulties, escalating issues to scientific staff and management as necessary.
• Contribute to the development and improvement of processes.

General conditions

• Full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway.
• Thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official EU language (at least level B2).
• Fulfilment of any obligations imposed by applicable laws concerning military service.

Specific conditions

• A post‑secondary education or a secondary education with access to post‑secondary education, and appropriate professional experience of at least three years.

Experience

• At least 3 years of relevant professional experience in an environment characterised by processes and procedures, SOPs, WINs or other guidance documents.
• Experience developing and updating SOPs, WINs, user manuals, guidance documents and/or templates.
• Experience in database management and basic reporting.
• Experience in stakeholder management and drafting various types of communication.
• Experience using IT tools, applications and systems, including MS Office and virtual meeting platforms.
• Experience tracking deadlines, deliverables, or regulatory submissions.

Skills & Knowledge

• Ability to handle sensitive information with discretion.
• Basic understanding of the European Union institutional and working environment.

Sub‑family competencies

• Event and meeting management – Intermediate
• Corporate communication – Intermediate
• Applied knowledge – Basic
• Adaptability and agility – Basic
• Coping with pressures and setbacks – Intermediate
• Analysing and problem solving – Intermediate

Core competencies

• Ethics and integrity – Basic
• Team collaboration – Intermediate
• Customer centricity – Basic
• Results orientation – Basic
• Communication – Intermediate
• Continuous learning and self‑development – Basic

Prioritising and organising – Basic

Education

• Bachelor in the field of studies specific to the role, or certificates/diplomas from specialisation courses relevant to the role.

Experience

• Document management systems and complex administration.
• Administrative/project/team/personal assistant roles.
• Large and complex meetings/events with multiple stakeholders.
• Experience in EU regulatory bodies or multinational organisations.

Skills & Knowledge

• Knowledge of the EU regulatory framework.
• Knowledge of business process management.

Certificates

• Certified administrative professional.
• Business writing and document production.
• Records management.
• Event and project management.

• Meaningful work contributing to protecting the health of every individual and animal in Europe within a multinational, multidisciplinary team.
• Development opportunities (e.g. internal mobility, mentoring, peer coaching, career reflection programme).
• Work‑life balance – flexible working arrangements, teleworking, generous annual leave plus official holidays.
• Relocation assistance.
• Excellent health insurance scheme and social benefits.
• Competitive monthly national tax‑free salary and allowances (where applicable).

• In principle, the Agency offers a five‑year renewable contract (shorter durations may also be offered).
• The successful candidate will be required to relocate to the Netherlands to pick up duties.