Administrative Assistant

Company Description C2 PHARMA is a global leader in ophthalmic active pharmaceutical ingredients (APIs). Founded in 2014 and headquartered in Cork, Ireland, We are looking for a highly organized, proactive, and detail oriented Administratie Assistant to join our team in Luxembourg. This is a versatile position providing administrative and operational support across several key areas of the company, including Office Management, Marketing, International exhibitions, Business travel coordination and Finance. The ideal candidate is a hands-on professional who enjoys working in a dynamic international environment, managing multiple tasks, and supporting different departments.

Key Responsibilities
Office Management & General Administration
• Support the daily management and smooth operation of the office.
• Coordinate office supplies, equipment, maintenance, and general office requirements.
• Liaise with suppliers, service providers, and external partners.
• Handle incoming and outgoing correspondence, deliveries, and courier services.
• Maintain administrative records, filing systems, and company documentation.
• Assist with the organization of internal meetings and corporate events. Marketing & Exhibition Coordination
• Provide administrative and operational support to the Marketing function.
• Assist with the preparation and coordination of international pharmaceutical exhibitions.
• Coordinate with exhibition organizers, booth designers, suppliers, and logistics providers.
• Follow up on exhibition deadlines, registrations, orders, and logistical arrangements.
• Assist with the preparation and distribution of marketing materials, brochures, business cards, and promotional items.
• Support website updates and the coordination of marketing activities with external service providers.
• Help organize company events, promotional activities, and internal initiatives. Business Travel Coordination
• Organize business trips. including flights, hotels, and transportation.
• Prepare and coordinate travel itineraries.
• Manage travel bookings, modifications, and cancellations.
• Coordinate travel arrangements for international exhibitions, conferences, and business meetings. Finance Department Support
• Provide administrative support to the Finance Department.
• Assist with the collection, organization, and filing of financial documentation.
• Support the processing and follow-up of supplier invoices and purchase orders.
• Assist with expense reports and supporting documentation.
• Help maintain and update financial records and Excel tracking files.
• Follow up on administrative requests from banks, suppliers, and external service providers.
• Support the Finance team with general administrative.

Your Profile
• Minimum 3 years of experience in an administrative or similar support role.
• Fluent in both English and French, written and spoken (mandatory).
• Excellent organizational skills and the ability to manage multiple priorities.
• Strong attention to detail, accuracy, and reliability.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Proactive, flexible, and solution-oriented mindset.
• Ability to work independently and collaborate with different departments.
• Excellent interpersonal and communication skills.
• Discretion and professionalism when handling confidential information.
• Proficiency in Apple Mac Computers, including experience with Apple applications and Microsoft office for Mac.
• Previous experience in event coordination, marketing administration, or finance support would be an advantage.

What We Offer
• The opportunity to join a growing international pharmaceutical company.
• A diverse and engaging role involving several business functions.
• A dynamic, collaborative, and multicultural working environment.
• The opportunity to develop your skills and take on varied responsibilities.
• A professional environment where initiative, teamwork, and reliability are valued. Interested in Joining Us?If you are organized, enthusiastic, and enjoy a varied role combining administration, marketing coordination, travel organization, and finance support, we would love to hear from you Apply now and become part of the C2 PHARMA team