For the European Medicines Agency we are looking for a Liaison assistant in the International Affairs Department!

Role summary:

EMA International Affairs team is looking for support for two main blocks of activities during Q3 and Q4 of 2025.

The first area is to support a large high-level meeting of heads of international medicines regulatory authorities (the International Coalition of Medicines Regulatory Authorities, ICMRA) which will hold its 2025 annual Summit meeting at the EMA offices in Amsterdam in October 2025.

The second area is to support implementing an important new process for the way the Agency works with some of our international partners.

Standard role duties & responsibilities:

• Contribute to the preparation of the overall activities of the team, including liaison with other colleagues within the Agency;
• Prepare and organise relevant meetings including sending out invitations, reserving meeting rooms, tracking attendance, preparing, editing and distributing meeting documents and preparing documents for publication, assisting with note taking and tracking of follow-up actions;
• Provide secretarial support in relation to the Agency engagement with the relevant stakeholders by facilitating their participation in the different EMA activities in which they are involved;
• Support the systematic review of relevant communication materials;
• Prepare and update lists and files relating to the work of the team and ensure that the information is correct and current;
• Monitor the tracking of assigned stakeholders’ participation in EMA activities;
• Respond and track external enquiries to EMA received from various stakeholders.

Role specific duties & responsibilities:

Task area 1: ICMRA Summit and Plenary meeting, 21-24 October 2025

Prior to the Summit and Plenary meeting week, the interim will:

• Be a contact point for Summit and Plenary speakers for information and requests for support;
• Be an information and support contact point Summit and Plenary participants;
• Support coordination between EMA and the external event organiser;
• Support coordination of bilateral meetings taking place in the margins of the Summit and Plenary meetings;
• Support preparation of EMA bilateral meetings taking place in the margins of the Summit and Plenary meetings, including collation of agenda points and documentation, and internal preparatory and briefing meetings;
• Support collection and saving of all EMA and external meeting documents in the Agency’s document repository;
• Provide any other organisational support required during the pre-meeting phase, for example preparation of promotional material, participant security badges, name plates, liaison with AV teams, support preparation of internal and external communication materials, etc.;

During the Summit and Plenary meeting week, the interim will:

• Support the ICMRA reception and information desk (including liaison with EMA reception, security etc.) during on-site registration and provide delegate support as needed;
• Support EMA staff with taking notes of the Summit and Plenary meetings, as well as any other side meetings that take place;

After the Summit and Plenary meetings, the interim will:

• Provide a first draft of the Summit and Plenary meeting reports, as well as meeting notes from other side meetings as requested;
• Verify and ensure that all meeting documentation has been collected and uploaded to the Agency’s document repository;
• Support the preparation and transfer of all ICMRA-related documentation, both physical and electronic, to the next ICMRA secretariat following election of a new Chair.

Task area 2: Implementing the international ‘clusters’ review

EMA holds regular meetings by phone or videoconference with other non-EU regulators in so-called 'clusters' facilitating exchange of information and harmonisation/convergence activities. There are currently over 30 active clusters and a new operational framework has been developed to provide governance and monitor their activities and promote communication of their success. The interim will support the implementation of the new cluster framework by the end of 2025, including:

• Organise progress update meetings with individual Cluster leads;
• Be part of the ‘step-in support’ for implementation of recommendations in individual Clusters;
• Gather metrics of individual Clusters for an overall report of 2025 achievements;
• Contribute to development of a process for systematic collection of Cluster data for future annual reports;
• Support preparation of internal and external communication materials on the implementation of cluster work.
• As part of the retrospective analysis of the impact of Clusters, the interim may also be asked to support the collection and analysis of data from a number of Clusters.

A fulltime (40 hours per week), temporary job from 17-09-2025 until 31-12-2025 (assignment extention is possible)

Salary range:

• 3759,07 gross per month (5 years of experience)
• 4253,15 gross per month (5 - 15 years of experience)
• 4812,16 gross per month (15 years of experience or more)

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:

• A level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years;

Experience:

• Up to 6 years of full time relevant professional experience;
• In providing administrative support;
• In dealing with internal and external stakeholders at all levels.

Nice to have:

Experience:

• Background and experience in international affairs desirable, with understanding and knowledge of the EMA international role and profile very helpful.
• In working within a multicultural environment;
• In meeting management support;
• In project management support;
• In writing for the public;
• In working in a highly regulated environment and with complex processes.

Skills & Knowledge:

• Research, analysis and organisational skills a definite advantage.
• Understanding of the EU regulatory framework.

Got excited? Apply untill the 28th of August, 2025, by leaving your details on our website via the application button.