Assistant Regulatory Affairs

We are looking for an Assistant Regulatory Affairs, who will be responsible for coordinating financial and administrative processes within the Regulatory Affairs function, with a strong focus on budgeting and invoice management. Working closely with Controlling and international stakeholders, this role ensures accurate, efficient, and compliant handling of RA-related financial workflows while supporting the team’s day-to-day operations.

• End-to-end processing of all incoming invoices, including verification, account assignment, system upload, and coordination with international stakeholders
• Coordination and ongoing monitoring of the global RA budget, including system maintenance and close collaboration with Controlling
• Monthly budget tracking, including accruals, commenting on HQ cost control reports, and handling billing-related topics (e.g., department credit cards)
• Act as first point of contact for internal payment and budgeting processes, including onboarding and guidance for new colleagues
• Provide structured administrative support to the Regulatory Affairs team
• Coordinate legalization processes (e.g., apostilles, notarizations) and manage courier shipments of regulatory documentation
• Maintain and update the Regulatory Affairs intranet page and shared resources
• Organize and document internal and cross-functional meetings (minutes, follow-ups, action tracking)

• Experience in an administrative, finance coordination, or similar role; experience in a regulated environment (pharma, biotech, medical devices) is a plus
• Strong organizational skills with high attention to detail and accuracy, especially in financial data handling
• Structured, proactive and solution-oriented working style
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Good communication skills in German and English (written and verbal)
• Confident user of Microsoft Office 365 with focus on Excel; experience with document management systems or ERP tools is an advantage
• Reliable, team-oriented, and able to handle sensitive information with discretion

• An open corporate culture with the opportunity to contribute your own ideas
• Working independently in a collegial and committed team
• Modern working environment with good public transport connections (U4 - Heiligenstadt)
• Flexible working hours (flexitime/time-out days), bonus scheme, additional benefits and employee events
• Structured onboarding and support through a buddy system
• Due to legal requirements, we are obliged to disclose the collective agreement minimum salary, which is EUR 32.676 gross per year, based on full-time employment. However, our actual remuneration packages are market-oriented and aligned with your qualifications and professional experience.