Administrative Assistant

Company Description

We are SGS – the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

At SGS, we have an open corporate and international culture. We offer a dynamic work environment in a leading global company. Our high professional standards and our sustainability approach guarantee you a future-oriented work environment. We invest in our employees for the long term and are committed to supporting your development within the company. Our business principles include: Integrity, Health, Safety & Environment, Quality & Professionalism, Respect, Sustainability, and Leadership.

Job Description

Main Purpose of Role

Provide administrative and coordination support to the Global Medical Leadership team including Notified Body 1639 and the broader Medical Devices line managers, including, but not limited to following tasks: ensuring smooth operational execution across financial, procurement, personnel-related processes, managing systems access, travel arrangements, and onboarding activities.

Key Accountabilities

Financial and Invoicing Support

• Coordinate invoicing process for affiliates and liaise with the Finance team on recharge costs.
• Maintain and update Work in Progress (WIP) reports and financial documentation in SharePoint.
• Consolidate all financial reporting for all Medical Schemes.

Training and Personnel Records

• Upload training certificates and maintain personnel records in internal HR systems.
• Update CV’s and competency records in CAPCAP, including education, experience, and standards knowledge.

Contract and Document Management

• Prepare contracts and agreements for signature using DocuSign.
• Maintain contract records for subcontractors and customers in SharePoint.
• Track application fees and customer request data.

Regulatory and Data Management

• Maintain records for regulatory notifications (e.g. FAGG) and ensure data accuracy in tracking tools.
• Regularly update SharePoint with key regulatory and operational data.

Procurement and supplies

• Raise purchase orders for team needs, including membership, training and services.
• Onboard new suppliers in BOSS and ensure compliance with procurement documentation.
• Order office materials and onboarding kits for new hires.

Travel and Expense Coordination

• Arrange travel and accommodation for team members.
• Submit expense reports and ensure timely reimbursement process.

System Access and Onboarding

• Request system access for new users (e.g. CertIQ, SGS Network, SGS Campus).
• Support onboarding by coordinating IT equipment and account setup.

Communication and Scheduling

• Schedule internal meetings, interviews and reserve meeting rooms.
• Manage general inboxes, responds to inquiries, and redirect messages appropriately.
• Coordinate catering and logistics for meetings and events.

General Administrative Support

• Capture minutes during leadership meetings and proactively follow-up on assigned actions to ensure timely completion.
• Provide ad hoc administrative assistance including project management to the Global Medical Devices team and leadership team.
• Support internal initiatives and contribute to continuous improvement of administrative process.

Skills & Knowledge

• Strong organisational and multitasking abilities with a high attention to detail.
• Excellent project management skills.
• Excellent communication skills, both written and verbal.
• Must be fluent in English (speaking and writing).
• Analytical mindset including financial reporting.
• Excellent proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint).
• Ability to handle confidential information with discretion.
• Ability to communicate appropriately to various internal and external stakeholders within a matrix organisation.
• A proactive solution-oriented mindset and a collaborative approach to teamwork.

Experience

Essential

• Proven experience in an administrative or coordination role, ideally in a regulated or technical environment.
• Proven experience in project management.
• Proven experience in working with senior leaders in a global organisation

Proven experience with financial reporting including gathering of relevant data.

Qualifications

Qualifications

• Bachelor’s degree or equivalent in significant and proven experience of working in a high-level administrative environment including collation and analysis of data
• Project management experience is desirable.

The role is remote based, and we are open to candidates located everywhere across Europe. But they must hold a valid work permit for their country of residency.

Please send your CV in English.

Additional Information

Why SGS?

• Global and very stable company, world leader in the TIC (Testing, Inspection and Certification) industry.
• Flexible schedule and hybrid model.
• SGS university and Campus for continuos learning options.
• Multinational environment where you will work with colleagues from multiple continents.
• Benefits platform.

Join Us: At SGS we believe in innovation, collaboration, and continuous improvement. We offer a supportive and inclusive work environment that encourages professional growth and personal development.

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