Executive Business Assistant & Project Coordinator
About this role
Business Introduction:
We are a specialist pharmaceutical company 100% dedicated to developing medicines to treat and prevent HIV. Our ambition is to end the HIV epidemic.
As the pioneers in HIV innovation, we constantly look to push the boundaries of science to develop medicines that can change lives and give people more choice. Beyond our medicines, we are proud of our deep connection with the HIV community and work with partners to advance research and development, address HIV-related stigma, increase access to our medicines and provide funding and support to local community organisations to support their efforts in the HIV response.
We are ViiV Healthcare. Here until HIV and AIDS are not.
Position Summary:
This role provides high-level executive support to the Country Manager and plays a critical coordination role across governance, risk management, events, and priority projects. The Executive Assistant & Project Coordinator enables effective decision-making, strong operational oversight, and disciplined execution across the Netherlands organisation.
You will work at the centre of the business, supporting senior leadership forums, managing key processes, and coordinating cross‑functional initiatives. This role suits someone who is highly organised, proactive, comfortable operating in a regulated environment, and motivated by making a visible impact.
Responsibilities
- 1. Executive Business Support
- Support to the Country Manager
- Provide direct executive support to the Country Manager across planning, oversight and execution of business activities.
- Act as Secretary for key governance and business management bodies, including the Leadership Team, RMCB, Crisis Committee, Sponsorship Committee, and Grant & Donation Committee.
- Lead agenda planning, preparation of meeting materials, tracking of decisions and actions, and follow-up to support delivery of business objectives.
- Support the Country Manager in the annual sign-off process of the Transfer of Value (TOV) Transparency declarations (EFPIA and Dutch Transparency Register) by ensuring review and completeness of all in-scope TOV to HCOs, HCPs and PAGs.
- Office & Administrative Management
- Manage daily office and administrative requests, including office post handling, monitoring of the ViiV email inbox, and maintenance of company archives.
- Support onboarding and practical needs for new and existing team members.
- Create, maintain and manage annual Purchase Orders (POs), including changes and updates as required throughout the year.
- Meeting & Team Event Logistics
- Coordinate logistics for internal meetings and events such as CommCell meetings, Cycle Meetings and team gatherings.
- Manage agendas, calendar invitations, venue sourcing, logistical arrangements and post-meeting action tracking.
- 2. Third Party Risk Management
- Risk Oversight
- Act as the designated Risk Owner at RMCB level for the “Third Party Engagement” risk.
- Maintain continuous oversight of third-party engagements, ensuring activities are conducted in compliance with Third Party Risk Management (TPRM) procedures.
- Monitor processes and controls to identify risks early and support appropriate mitigation.
- Champion for Third Party Risk Management
- Serve as the ambassador and first-line guide for third-party risk management within the country team.
- Create clear, practical guidance for business stakeholders, proactively directing business owners to the correct procedures, tools and approvals.
- Bridge capability and knowledge gaps to ensure compliant and efficient execution of third-party engagements.
- Audit Support
- Support preparation and execution of internal and external audits related to third-party engagement and governance processes.
- Ensure timely completion of assigned management monitoring activities, working closely with the Hub Compliance Lead to maintain audit readiness.
- 3. Event Management & Project Coordination
- Optimisation of Sponsorship Investment
- Lead the optimisation of sponsorship investments, acting as business owner where appropriate and feasible.
- Continue to optimise the implementation of the sponsorship approach, managing the end-to-end process in collaboration with cross-functional partners.
- Support for Priority Projects
- Provide coordination and operational support for country priority projects.
- Why You?
- Basic Qualifications:
- We are seeking professionals with the following required skills and qualifications to help us achieve our goals:
- Bachelor’s degree or equivalent work experience.
- Minimum 3 years’ experience supporting senior leaders, teams, or projects.
- Strong organisational skills and proven ability to manage competing priorities.
- Excellent written and verbal communication skills in Dutch and English.
- Confident user of Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools.
- Demonstrated digital fluency, with the ability to embrace digital and AI-enabled tools to increase personal productivity, work efficiency, and collaboration across teams.
- Able to work on-site in the Netherlands with a hybrid working pattern as agreed with the hiring manager.
- Preferred Qualifications:
- If you have the following characteristics, it would be a plus:
- Experience in a global, matrixed or regulated environment.
- Familiarity with project management tools (for example MS Project, Asana, Trello or similar).
- Basic understanding of budget tracking and procurement processes.
- Fluency in Dutch in addition to English.
- Strong stakeholder management and influencing skills across levels.
- A proactive, solutions-focused mindset and a drive to simplify ways of working.