Main responsibilities / Major Activities
1. As Secretary to the Statistics department

He/she works under the supervision of the Head of Statistics Department.

The secretary provides comprehensive administrative, organisational, and coordination support. The role contributes to the smooth functioning of departmental activities with administrative tasks linked to clinical trial documentation.

Major Activities:
For the Head and Associate Head of the department
Organise meetings and agendas, prepare documents, and draft or take minutes as required
Format presentations and develop tracking and reporting tools (e.g. Excel, Power BI)
Arrange travel, accommodation, and expense reimbursements
Support electronic Trial Master File (eTMF) management and document quality control
Assist with inspection readiness, data-sharing administration, and publication follow-up
Monitor and follow up on Quality Events in the Veeva QMS
For the Research projects
Provide administrative and organisational support for statistical research projects
Assist project owners with document management, filing, and archiving
Maintain and update the Statistics Department research projects database
2. As Assistant to the Scientific Director

He/she works under the supervision of the Scientific Director.

Major Activities:
Handling any tasks requested by the Scientific Director
Meeting and coordination for internal and external meetings including preparation and follow-up
Act as an administrative liaison with internal and external stakeholders.
Provide administrative support to collaborative research programmes and grant-related administration
Organizing travel and Coordinating travel and logistics for scientific meetings and external engagements
General administrative support
3. As Receptionist & Administrative Assistant

He/she works under the supervision of the Office Manager

Major Activities:
Greet and welcome visitors
Handle incoming calls
Manage meeting rooms reservations and lunch orders
Handle and distribute incoming mail and courier deliveries
Travel arrangements: Book flights, hotels, and transportation
Inventory and ordering office supplies and consumables
Perform administrative tasks and any other clerical duties

Profile

The ideal candidate will be an experienced administrative assistant with strong interest in Life sciences and Clinical Trial.

Requirements:
Bachelor’s degree as an Executive Assistant (or equivalent administrative qualification), with at least three years of experience in an administrative role, within a clinical research or clinical trials environment.
Excellent command of English (spoken and written); proficient in French and/or Dutch
Strong administrative and organisational skills and time-management skills
Ability to coordinate projects and collaborate effectively across cross-functional teams
Proficiency of MS Office 365 (Word, Excel, PowerPoint, Outlook, Teams)
Excellent communication and interpersonal skills and customer oriented
Detail oriented
Experience in eTMF software is an asset

Important: this position requires full-time presence at the EORTC HQ

Benefits
30 days holidays (full time)
Hospitalisation insurance and ambulatory care
Wage according to our Non-Profit organisation status
Free parking
Reimbursement of public transport
Meal vouchers
Pension plan