Department Assistant

For the European Medicines Agency (EMA), we are looking for a Department Assistant in the Legal Department!

Role summary

As a Department Assistant you will provide essential administrative support to ensure the smooth functioning of the Legal Department. This includes working closely with Legal Officers, Heads of Offices, and the Head of the Legal Department.

Main responsibilities include:

• Supporting the Head of Department and Heads of Offices with calendar and correspondence management.
• Organising meetings, coordinating schedules, and ensuring efficient service delivery.
• Assisting in planning, reporting, and contributing to departmental projects.
• Supporting human resources-related processes, mission requests, and training planning.
• The role requires a high degree of discretion, accuracy, and organisational skills, as well as the ability to manage multiple administrative procedures within a dynamic regulatory environment.

Standard role duties & responsibilities

• Provide dedicated administrative and strategic support to the Head of Department while ensuring confidentiality.
• Manage calendars, correspondence, and internal communication flows.
• Prepare and circulate documents such as reports, statistics, minutes, and presentations in line with EMA standards.
• Coordinate the planning, monitoring, and reporting of departmental activities.
• Contribute to integrated quality management activities (SOPs, WINs, risk management, KPIs, business continuity planning).
• Organise and follow up on internal and external stakeholder meetings.
• Administer information requests and support the handling of internal and external queries.
• Collaborate with other assistants across EMA to ensure consistent and seamless administrative support.

A fulltime (40 hours per week), temporary job from 27-10-2025 until 31-03-2025 (assignment extention is possible)

Salary range:

• €3.759,07 gross/month (≥5 years of experience)
• €4.253,15 gross/month (5–15 years of experience)
• €4.812,16 gross/month (15+ years of experience)

Interesting and challenging work that brings value to European citizens;

A diverse and stimulating working environment

The European Medicines Agency (EMA) is a decentralised agency of the European Union responsible for the scientific evaluation, supervision, and safety monitoring of medicines developed by pharmaceutical companies for use in the EU. The agency is located in Amsterdam, Netherlands and employs over 900 people from across the EU. EMA's mission is to protect public health by ensuring that all medicines available in the EU are safe, effective, and of high quality.

Education:

• Post-secondary education attested by a diploma, or secondary education giving access to post-secondary education with at least three years of relevant professional experience.

Experience:

• Up to 6 years of full-time relevant professional experience.
• Proven professional experience as an (executive) assistant, preferably in a legal environment.
• Experience in stakeholder management and administrative procedures.
• Experience in organising and running live/virtual meetings and events with public participation.

Skills & Knowledge:

• Proficiency in MS Office suite and virtual meeting/collaborative tools.
• Strong organisational and communication skills.
• Knowledge of medical terminology for non-medical staff.

Got excited? Apply untill the 8th of October, 2025, by leaving your details on our website via the application button!