Team Assistant / Process Coordinator

Tallinn, Harju County, 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 commercial 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 Commercial 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 Product Managers (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 Marketing Department;
  • Supporting department employees with projects;
  • Organising internal Department Meetings;
  • Assisting the Country Manager in administration of daily documentation.

Job Summary

Status: This position has been filled

Posted: 1 year ago

Employment Type: Full-time

Job Function: Administrative

Seniority Level: Entry

Industry: Pharmaceuticals