Team Assistant / Process Coordinator

Tallinn, Estonia

Job Description

A global pharmaceutical company is looking to appoint a Team Assistant / Process Coordinator in Estonia who will be responsible for the administrative aspects of the day-to-day operations of the medical affairs department. This individual will have to be able to function effectively in various roles within an international environment and provide a very high level of administrative support.

Company Offers

  • Attractive compensation package with benefits (annual bonus, health/life insurance, etc.);
  • New challenges and prospects of career development within a growing company;
  • High level of responsibility and independence;
  • Supportive and friendly working environment;
  • Hybrid work model (flexibility to work from home and office).


  • Bachelor’s or equivalent degree (ideally Administrative Studies); OR
  • At least 1-2 years of administrative experience in a corporate environment (preferably within an international company);
  • Excellent organisational skills and attention to detail;
  • Proven ability to manage complex tasks and prioritise competing demands in order to meet deadlines;
  • Computer literacy (Microsoft Office tools and agility to learn new systems);
  • Fluency in English and Estonian, both written and spoken. The ability to speak Russian would be advantageous;

Main Duties & Responsibilities

  • Ensuring the correct flow of documents in the Medical Affairs Department (purchase orders, entering new vendors, signatures, passing documents to the accounting department);
  • Preparing agreements with different parties (corporate sponsorship, donations, contracts with doctors, PR contracts) according to the company’s purchasing and compliance procedures;
  • Coordinating marketing projects formally, paying special attention to deadlines and company’s compliance rules;
  • Working on efficient solutions for simplifying financial and compliance procedures;
  • Cooperating closely with Medical Affairs colleagues to understand changing procedures and know how to implement them effectively;
  • Continuously supporting accounting and finance team with any necessary documents to pay vendors on time;
  • Working on the following systems: Concur, E-flex, Contract Base, Donation Base, GCMA, ACM; Ariba (FCPA Pre-approval projects), Process Director by Redea, Cetrix, Taulia, TRS;
  • Organising business trips for employees in the Medical Affairs Department;
  • Supporting department employees with projects;
  • Organising internal Department Meetings;
  • Assisting Medical Director in the administration of daily documentation.

Job Summary

Status: This position has been filled

Posted: 5 months ago

Employment Type: Full-time

Job Function: Administrative

Seniority Level: Experienced

Industry: Pharmaceuticals