Administrative support

• Performs general coordination and administrative tasks to support the Regulatory Translation Hub functioning.
• Grants access to relevant CO associates to hub repository folders and keeps access information updated.
• Organizes and archives documentation in team repositories, including dispatch emails and surveys as required.
• Ensures renewal of licenses regarding translation-related software and indexing tools, including Trados Studio, Verifika, and dtSearch
• Updates team lists and trackers, e.g. general job list, invoicing tracker, QC tracker, quality incidents tracker, email contact lists, CO job list tracker.
• Assists team members with the preparation of reports and presentations.

PO creation and invoice management

• Manages invoices and creates POs on behalf of the Head of regulatory translations.
• Maintain invoice records.
• Addresses invoicing-related matters with vendors or service providers.

Operational support

• In the absence of Regulatory translations project managers or at their request, assigns urgent jobs to appropriate vendors, and performs quick format checks on outsourced translations before delivery.
• Provides support with uploading and downloading files from relevant databases as necessary.

SKILLS

Qualifications and experience

• Certified Administrative Professional (CAP) certification or an equivalent administrative degree.
• Fluency in English (both written and spoken). Proficiency in other languages (optional)
• At least 3 years of administrative experience, especially in Regulatory Affairs.

Skills required

• Strong problem-solving skills.
• Proficiency in Office tools (Excel a must).
• Excellent organizational skills.
• Adaptability.
• Commitment to quality.
• Good interpersonal skills.
• Highly committed and team oriented.