Team Assistant & Office Manager

Overview

WE PUSH THE BOUNDARIES OF MEDICINE.

LEAPING FORWARD TO MAKE PEOPLE SMILE

At Kyowa Kirin International (KKI), our purpose is to make people smile. This means more than drug discovery and development; it is about embedding care into everything we do to make a difference every day for those that need it most. We’re an inclusive pharmaceutical company that takes time to understand what really matters to our patients, their families, and their healthcare professionals, helping our people to take bold actions that deliver life-changing solutions sooner. Our culture is rooted in our values: Teamwork, Commitment to Life, Innovation, and Integrity. They help us to push boundaries to deliver extraordinary impact and make KKI a brilliant place to work.

Job Purpose

Country-based local administrative and office role, receiving directions and instructions from the Country Manager BeNeLux and various teams.

Administrative support for the BeNeLux commercial team, including marketing, medical, market access, business analytics, finance, HR, legal & compliance. 

Office support to ensure an efficient office organization, whilst also contributing to a pleasant and well-functioning work environment

Responsibilities

Key Responsibilities:

Team Support:

• Reporting into the Country Manager BeNeLux (BNL)Providing administrative support to all BNL colleagues, in various areas (marketing, medical, HR, etc..), such as:
• International Congress & Travel Coordination for HCPs
• Organize and manage international trips for HCPs, including travel bookings, accommodation, itineraries, and compliance documentation (Veeva events)
• Ensure all travel arrangements meet internal standards and external NL (CGR) and BeLux (MDEON; Pharma.be) guidelines, transparency, and anti-gift regulations.
• Supporting brand and tactical planning, e.g following up on the different versions of new promotional materials, and support in fulfilling review and approvals in Promomats (eg promotional materials)
• Purchase Orders for all departments
• Lease Car Management, overseeing lease car administration, including coordination with providers, tracking contracts, handling renewals, and ensuring compliance with company policies.
• Compliance & Transparency :
• Execute administrative tasks related to anti-gift law and transparency requirements, incl the transparency register.
• Ensure documentation and reporting are accurate and timely, incl coordination with the teams and external consultant, ensuring specific compliance & contract folders are up-to-date.
• Meeting & Event Support: organize internal and external meetings, including logistics, contracts (eg hotels), etc.

Office Support:

• Procurement & Order Management: placing and tracking orders (office equipment and groceries), ensuring compliance with purchasing standards and accuracy in execution.
• Facility Support: broader assistance, such as contact person for al external partners, handle office supplies, monitor inventory, having meetings with suppliers, and negotiating new contracts (cleaning services, green facilities, etc...
• Leading the emergency response team, encouraging colleagues to take the first aid course (EHBO, BHV), acting as the contact person for safety maintenance, and contributing to health and safety initiatives.
• Optimize internal procedures and purchasing (e.g., filing / archiving systems, workspace setup, collecting post).
• Communication & HR: create newsletters for the Dutch Office with information about all departments in the Netherlands, and collaboration within the Central Cluster (France and BeNeLux).

Qualifications

Position Requirements

• Experience in a commercial administration role, either a sales support or marketing assistant position.
• Proactive, with strong attention to detail and able to work autonomously in a fast-paced environment.
• Experience in pharmaceutical industry preferred.
• Education: HBO level preferred
• Living in the area of Hoofddorp (‘Gemeente Haarlemmermeer’) preferred;
• Minimum 32 hours per week; office-based role, minimum of 4 days per week in the office

Kyowa Kirin Core Competencies:

• Results Oriented, Sense of Urgency and Flawless in Execution. Strong adherence to Kyowa Kirin's values (Commitment to life).
• Positive, can-do attitude and a genuine care for people — someone who goes the extra mile to support others and help create a collaborative, uplifting workplace.
• You brings energy, kindness, and a helping hand wherever you go. We’re seeking a team player who’s always ready to support others and make our workplace better every day.

Kyowa Kirin International Is An Equal Opportunities Employer.

No Agencies Please.