Executive Business Assistant & Project Coordinator

Business Introduction:

We are a specialist pharmaceutical company 100% dedicated to developing medicines to treat and prevent HIV. Our ambition is to end the HIV epidemic.

As the pioneers in HIV innovation, we constantly look to push the boundaries of science to develop medicines that can change lives and give people more choice. Beyond our medicines, we are proud of our deep connection with the HIV community and work with partners to advance research and development, address HIV-related stigma, increase access to our medicines and provide funding and support to local community organisations to support their efforts in the HIV response.

We are ViiV Healthcare. Here until HIV and AIDS are not.

Position Summary:

This role provides high-level executive support to the Country Manager and plays a critical coordination role across governance, risk management, events, and priority projects. The Executive Assistant & Project Coordinator enables effective decision-making, strong operational oversight, and disciplined execution across the Netherlands organisation.

You will work at the centre of the business, supporting senior leadership forums, managing key processes, and coordinating cross‑functional initiatives. This role suits someone who is highly organised, proactive, comfortable operating in a regulated environment, and motivated by making a visible impact.

Key Responsibilities:
1. Executive Business Support

Support to the Country Manager

• Provide direct executive support to the Country Manager across planning, oversight and execution of business activities.
• Act as Secretary for key governance and business management bodies, including the Leadership Team, RMCB, Crisis Committee, Sponsorship Committee, and Grant & Donation Committee.
• Lead agenda planning, preparation of meeting materials, tracking of decisions and actions, and follow-up to support delivery of business objectives.
• Support the Country Manager in the annual sign-off process of the Transfer of Value (TOV) Transparency declarations (EFPIA and Dutch Transparency Register) by ensuring review and completeness of all in-scope TOV to HCOs, HCPs and PAGs.

Office & Administrative Management

• Manage daily office and administrative requests, including office post handling, monitoring of the ViiV email inbox, and maintenance of company archives.
• Support onboarding and practical needs for new and existing team members.
• Create, maintain and manage annual Purchase Orders (POs), including changes and updates as required throughout the year.

Meeting & Team Event Logistics

• Coordinate logistics for internal meetings and events such as CommCell meetings, Cycle Meetings and team gatherings.
• Manage agendas, calendar invitations, venue sourcing, logistical arrangements and post-meeting action tracking.

2. Third Party Risk Management

Risk Oversight

• Act as the designated Risk Owner at RMCB level for the “Third Party Engagement” risk.
• Maintain continuous oversight of third-party engagements, ensuring activities are conducted in compliance with Third Party Risk Management (TPRM) procedures.
• Monitor processes and controls to identify risks early and support appropriate mitigation.

Champion for Third Party Risk Management

• Serve as the ambassador and first-line guide for third-party risk management within the country team.
• Create clear, practical guidance for business stakeholders, proactively directing business owners to the correct procedures, tools and approvals.
• Bridge capability and knowledge gaps to ensure compliant and efficient execution of third-party engagements.

Audit Support

• Support preparation and execution of internal and external audits related to third-party engagement and governance processes.
• Ensure timely completion of assigned management monitoring activities, working closely with the Hub Compliance Lead to maintain audit readiness.

3. Event Management & Project Coordination

Optimisation of Sponsorship Investment

• Lead the optimisation of sponsorship investments, acting as business owner where appropriate and feasible.
• Continue to optimise the implementation of the sponsorship approach, managing the end-to-end process in collaboration with cross-functional partners.

Support for Priority Projects

• Provide coordination and operational support for country priority projects.

Why You?

Basic Qualifications:

We are seeking professionals with the following required skills and qualifications to help us achieve our goals:

• Bachelor’s degree or equivalent work experience.
• Minimum 3 years’ experience supporting senior leaders, teams, or projects.
• Strong organisational skills and proven ability to manage competing priorities.
• Excellent written and verbal communication skills in Dutch and English.
• Confident user of Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Demonstrated digital fluency, with the ability to embrace digital and AI-enabled tools to increase personal productivity, work efficiency, and collaboration across teams.
• Able to work on-site in the Netherlands with a hybrid working pattern as agreed with the hiring manager.

Preferred Qualifications:
If you have the following characteristics, it would be a plus:

• Experience in a global, matrixed or regulated environment.
• Familiarity with project management tools (for example MS Project, Asana, Trello or similar).
• Basic understanding of budget tracking and procurement processes.
• Fluency in Dutch in addition to English.
• Strong stakeholder management and influencing skills across levels.
• A proactive, solutions-focused mindset and a drive to simplify ways of working.

What we offer

You will join a team where your work matters. You will gain exposure to leaders and cross-functional partners. You will build skills in project coordination, stakeholder engagement and executive support. You will have access to learning resources to help you grow your career and contribute to meaningful work that supports the community we serve.

How to apply

If you are organised and motivated by meaningful work, we encourage you to apply. Share your CV and a short note describing why this role interests you and how you can contribute. We look forward to learning about you.

#LI-GSK

Why Us?

At ViiV Healthcare, we will not rest until we leave no person living with HIV behind. Until the 40 million people living with HIV is down to zero, we will continue searching for new ways to limit the impact of HIV. 

We are the only pharmaceutical company solely focused on combating, preventing, and ultimately eradicating HIV and AIDS. At ViiV Healthcare, we do things differently. Born out of a partnership between GSK and Pfizer in 2009, with Shionogi joining in 2012, we are determined to help end the HIV epidemic. We are guided by our mission to leave no person living with HIV behind and it is this mission that unites our employees located across the globe. We combine expertise in research, manufacturing, policy and more to push the boundaries of what people think is possible in HIV treatment and care. As a result of our connection with GSK, we are able to draw on their proud history and resources. This means that you would receive all the employee benefits offered by GSK.

Living our mission of leaving no person living with HIV behind means keeping inclusion and diversity at the heart of everything we do - from our breakthrough innovation, to our diverse portfolio of medicines as well as the work we do to partner with HIV communities.

Having a truly inclusive culture where we’re all able to be ourselves and feel like we belong will make us an even stronger team, better able to perform as a business and deliver on our mission to leave no person living with HIV behind.

ViiV is an Equal Opportunity Employer. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), military service or any basis prohibited under federal, state or local law

Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us at HR.AmericasSC-CS@gsk.com where you can also request a call.

Please note should your inquiry not relate to adjustments, we will not be able to support you through these channels. However, we have created a Recruitment FAQ guide. Click the link link where you will find answers to multiple questions we receive

Important notice to Employment businesses/ Agencies

ViiV does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact ViiV's commercial and general procurement/human resources department to obtain prior written authorization before referring any candidates to ViiV. The obtaining of prior written authorization is a condition precedent to any agreement (verbal or written) between the employment business/ agency and ViiV. In the absence of such written authorization being obtained any actions undertaken by the employment business/agency shall be deemed to have been performed without the consent or contractual agreement of ViiV. ViiV shall therefore not be liable for any fees arising from such actions or any fees arising from any referrals by employment businesses/agencies in respect of the vacancies posted on this site.

Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, ViiV may be required to capture and report expenses ViiV incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure ViiV’s compliance to all federal and state US Transparency requirements. For more information, please visit the Centers for Medicare and Medicaid Services (CMS) website at https://openpaymentsdata.cms.gov/