Administrative Assistant Job at Exact Sciences in Paris (75)

Job Description

Admin Assistant

Position Overview

The Admin Assistant is responsible for the administrative support to France-Belgium. The candidate will handle a wide range of administrative and support related tasks in a very organized way well organized and flexible and enjoys the administrative challenges. This individual is able to function effectively in a variety of roles within a dynamic environment under supervision.

This position requires frequent communication with various job positions of staff in the Geneva office.

This position is based in Paris.

Essential Duties

Include but are not limited to the following:

In the frame of the duties assigned to the Employee, the list below being not limitative, the employee will in particular be responsible for:

o Assist the Country Manager/Product Manager/Sales lead and Medical Director for accounting related tasks: invoices tracking and approval, entries in the General Ledger, Credit Card reconciliations .

Follow the France and Belgium operational budget with the Country manager and the Financial department located in Geneva.

o Manage all tasks related to the day to day activities of the office in France reception, office supplies and relation with local suppliers.

o Support Marketing/Sales and Medical in organizing meetings, events, congresses, ordering.

o Circulate documents for approval and signature and Keep track of approvals

o Build and submit to the CNO, on due time, all contracts and declarations related to events, congresses, consultant contracts, speakers’ contracts in the respect of the DMOS law. And follow up.

o Submit, two times a year all the benefits granted to physicians: ” déclaration des liens de transparence”

o Prepare and track expense reimbursements, honorariums…

o Take administrative steps to ensure respect for sales contracting process

o With the help of the Legal department, manage all contracts with hospitals and private centers. Follow up of the creation, submission to Hospitals and signature of the contracts.

Coordinate responses to customer requests for documentation.

Liaise with other departments in to provide and collect information about contracts customers

o Managing calendars, travel arrangements and expense report for the Country Manager. Support French team with basic administrative needs, including meeting arrangements, catering, photocopying and filing.

o Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);

o Drafting correspondence and presentations; Transcribing and distributing notes/minutes of meetings;

o Interact closely with administrative support personnel across all ES Int. departments to provide functional backups, facilitate internals communication and support ethics.


· University degree

· 5 + years’ experience in a regulatory/Legal department in Pharmaceutical company.

· French mother tongue and fluent written/spoken English (other languages a plus)

· Ability to use Microsoft tools (Excel, Word, Powerpoint)

· Ability to adapt to a fast-changing environment

· Social skills for developing good relationships with internal teammates and external contacts

· Accountability, integrity, quality, and teamwork required. Regular and reliable attendance

· Experience in contract administration, DMOS law and obligations

· Support and comply with the company’s Quality Management System policies and procedure


· Office location is Paris

Expected Start Date: 01/02/2021

Job Types: Full-time, Permanent


  • administrative: 5 years (Preferred)
  • Administrative Assistant: 1 year (Preferred)


Work Remotely:

  • Temporarily due to COVID-19

About Company

Company: Exact Sciences

Company Location:  Paris (75)

About Exact Sciences