Administration & Marketing Coordinator

About us Established in 1997, by a group of people who recognized early on the power and potential of pharmaceutical biotechnology, GENESIS Pharma was the first pharmaceutical company in Greece and one of the first in Europe to focus on the commercialization of new and innovative biopharmaceutical products. Shortly after its founding, the company began to steadily expand at a regional level, today covering most countries in the CEE region. The robust network of its strategic partnerships comprises leading international pharmaceutical companies dedicated to cutting-edge R&D, alongside fast-growing biopharmaceutical companies with pioneering research and disruptive innovations in the development of targeted, specialized treatments for orphan diseases. In total, GENESIS Pharma holds a product portfolio covering over 30 serious and rare diseases, predominantly within the therapeutic areas of neurology, genetic diseases, oncology, hematology, rheumatology, dermatology, nephrology, gastroenterology, and cardiology. Role: Administration & Marketing Coordinator Location: Oslo, Norway Employment: Full time, starting Q1 2027 Mission: Provide administrative and operational support to the Regional Director and the Nordic team across Norway, Sweden, Denmark and Finland. The role covers financial administration, meeting and travel coordination, office management, compliance documentation and support with CRM and reporting. Working closely with the Regional Director and the Nordic team, the position also provides exposure to the commercial activities and day-to-day operations of a pharmaceutical business Duties: Administration

• Support the Regional Director with daily administration, follow-ups and deadlines.
• Coordinate meetings, travel, team events and congress participation.
• Handle purchase orders, invoices, expenses and budget follow-up in cooperation with Finance.
• Coordinate suppliers, IT equipment, company cars and other company assets.
• Manage practical office matters in Oslo, including supplies, access and deliveries.
• Coordinate onboarding of new employees across the Nordic countries.
• Prepare presentations, reports and other business documents.
• Work closely with colleagues in the Nordics, Greece and Cyprus.

Compliance and documentation

• Keep track of reporting and disclosure requirements in Norway, Sweden, Denmark and Finland.
• Coordinate agreements and documentation related to healthcare professionals (HCPs) and healthcare organizations (HCOs).
• Maintain HCP/HCO records, transfer of value documentation and GDPR consents.
• Organize and maintain compliance, marketing, medical and market access documentation.
• Support internal audits and documentation requests.
• Ensure that documents are complete, properly filed and submitted on time. Content approval remains with the responsible function.

Systems and data

• Maintain the CRM system and support the Nordic team in its use.
• Support the preparation of monthly sales reports and market updates.
• Maintain budget, activity and deadline trackers.
• Organize and maintain shared files and documentation.
• Automate recurring tasks using Microsoft 365, Copilot and other digital tools.
• Identify and suggest improvements to administrative processes.
• Follow company policies, procedures and applicable business ethics codes.

Qualifications

• Bachelor's degree in business administration, economics, management, life sciences or a related field.
• At least two years of experience in administration, , business support, office management or similar roles.
• Experience with invoices, expenses, purchasing and general financial administration.
• Good working knowledge of Microsoft Office, particularly Excel.
• Practical experience with digital tools beyond standard office use, for example advanced Excel, workflow automation or AI tools.
• Experience from an international company, healthcare or the pharmaceutical industry is an advantage.

Skills

• Well organized, reliable and accurate.
• Works independently and takes responsibility for completing tasks.
• Good at following up on deadlines and keeping track of details.
• Service-minded and comfortable supporting colleagues across different countries.
• Good communication skills in English and at least one Scandinavian language, both written and spoken.
• Confident user of Microsoft Office and willing to learn new digital tools.
• Interested in understanding business and learning about the pharmaceutical industry.
• Handles confidential information professionally.
• Comfortable working in a small, international team.
• Willing to travel within the Nordics and occasionally to Athens.

We offer

• We offer an attractive remuneration package, continuous training, and career development in an international, fast – paced and dynamic working environment.