Pharmacovigilance Assistant Job at iconplc (Warsaw)

Pharmacovigilance Assistant

iconplc

Location:
Poland; Bulgaria , Warsaw ▼
Sofia

Category:
IT - Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We are currently seeking an Administrative Assistant to join our diverse and dynamic Pharmacovigilance team. As part of the Pharmacovigilance team at ICON you will play a vital role in providing administrative support on global projects. Your attention to detail will be essential in supporting the organization’s commitment to patient safety and compliance. You will collaborate with cross-functional teams to ensure compliance with regulatory requirements and to maintain the highest standards of patient safety.

Job Responsibility:

Complete all departmental project activities accurately in accordance with ICON SOPs, Project Specific Procedures, regulatory requirements, and Sponsors processes
Provide administrative support to project teams as required
Distribute reports to Sponsors, sites, and applicable ICON personnel
Coordinate setup of required systems and mailboxes during study startup
File all documents within allotted timeframes, including maintenance of project mailboxes and maintenance of TMF and E-TMF
Maintain data entry for safety event and miscellaneous tracking logs for all current projects
Assist with organization and planning of meetings
Daily entry into, and maintenance of, appropriate tracking systems
Maintain project training records for all assigned project team members
Handle Safety Reporting courier submissions to Competent Authorities and Ethics Committees
Updating and maintenance of project database information systems
Perform regular testing of fax numbers and e-mail addresses as required
Maintenance, coordination and updates of shared and validated documentation repositories
Coordination of translation of documents for projects
Completion of monthly metrics
Handling requests for literature and articles
Assistance with audit schedules and arrangement
Assist with generation/distribution of project specific procedures

Requirements:

Bachelor’s degree in life sciences, pharmacy, or a related field or equivalent experience in an administrative role (any industry)
Basic understanding of pharmacovigilance principles and regulatory requirements is advantageous but not essential
Strong attention to detail and organizational skills, with the ability to manage multiple tasks efficiently
Effective communication and collaboration skills, with a focus on maintaining accuracy in documentation and reporting
Ability to work in a fast-paced, regulated environment, ensuring compliance with safety guidelines and protocols
Excellent computer skills (Microsoft Word, Excel, Outlook, PowerPoint)
Fluent in written and verbal English
Ability to work effectively independently and within a team environment and across global teams

Nice to have:

Experience in office administration, customer service, or assisting roles
A background in medical or biological sciences

What we offer:

Various annual leave entitlements
A range of health insurance offerings
Competitive retirement planning offerings
Global Employee Assistance Programme, LifeWorks
Life assurance
Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments

Additional Information:

Job Posted:
December 09, 2025

Employment Type:

Fulltime

Work Type:

Hybrid work

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