Business Support Specialst, Europe

This position is open to applicants in Ireland and The Netherlands

ABOUT CRITICAL PATH INSTITUTE (C-PATH)

Critical Path Institute (C-Path) is a nonprofit engaged in the creation of partnerships and innovative processes that improve human health by reducing the time, cost, and risk in developing and approving new therapies. For over twenty years, we have partnered with industry and academic experts to advance technologies across the spectrum of medical product development from research to regulatory approval. As a leading nonprofit organization dedicated to fostering collaboration and promoting data sharing in the precompetitive space, C-Path has been at the forefront of numerous advances designed to get new treatments to patients quicker. Our continuing success is made possible by a combination of public and private support from those who share our vision to accelerate a path to a healthier world.

POSITION OVERVIEW

The Business Support Specialist (Europe) provides administrative, financial, and operational support across key areas of the organization. The European Office (EO) operates fully remotely, and this role contributes to the effective execution of financial coordination, audit and compliance processes, grant tracking, and EO operations.

This position plays a critical role in the accurate execution of administrative and financial processes, maintaining well-organized records, and supporting compliance and reporting activities. Working closely with the Director, European Operations, the role contributes to administrative excellence, reliable financial and grant tracking, and effective coordination with internal stakeholders, including US-based teams.

This is a varied role suited to someone who enjoys combining financial administration, operational coordination, process improvement, and cross-functional collaboration within an international, mission-driven organization.

SUPERVISORY RESPONSIBILITIES

None

KEY INTERACTIONS

• Internal: Collaborates closely with the EO Directors, US-based Finance and HR operations, and Project Managers.
• External: Acts as a liaison with external partners in funded initiatives, granting authorities, and external auditors regarding administrative and financial matters.

CORE DUTIES/RESPONSIBILITIES

Financial and Grant Support

• Accurately track, reconcile, and monitor expenses in line with budgets and funding requirements
• Maintain complete, organized, and up-to-date financial and grant records
• Support preparation of financial and grant reports by tracking expenditures, maintaining supporting documentation, compiling and validating data, and assisting with reporting requirements
• Assist in ensuring compliance with grant requirements (e.g., allowable costs, timelines, documentation)
• Monitor and stay updated on European grant regulations and compliance requirements to ensure organizational adherence.
• Assist in drafting, processing, and tracking contract amendments and consortium agreements.
• Coordinate with Finance to facilitate the setup of and update of vendors, projects, and related records in relevant financial systems
• Support the processing of expenses and invoices, acting as a delegate where required.

Audit and Compliance Support

• Prepare and organize documentation for internal and external audits
• Maintain records to support audit readiness (completeness, accuracy, accessibility)
• Respond to audit requests by gathering required documentation in a timely manner
• Support the application of internal controls and compliance procedures
• Identify and flag discrepancies or inconsistencies in financial data

Operations and Administrative Support

• Create, organize, and maintain digital filing systems for financial, grant, and operational records
• Coordinate with US HR operations on administrative and audit-related requests
• Support day-to-day administrative operations of the European Office
• Maintain calendars related to operational and grant deadlines
• Maintain documentation and tracking of projects and operational activities
• Identify opportunities to improve administrative processes and streamline workflows through better use of existing systems, digital tools, increased automation, and the practical and responsible use of AI where relevant
• Deliver tasks on time in line with established procedures and guidance

General Responsibilities

• Handle sensitive financial, HR, and organizational information with a high level of confidentiality
• Support coordination across finance, operations, and HR functions
• Follow established processes and contribute to continuous improvement of administrative practices
• Support team objectives by sharing information and assisting colleagues as needed
• Occasionally, limited travel may be required to support meetings, audits, or team activities

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Strong financial tracking, reconciliation, and documentation skills
• Working knowledge of basic accounting principles, compliance and auditing practices, and internal controls
• Working knowledge of European grant management, including tracking, documentation, reporting
• Strong organizational and data management skills, with high attention to detail and accuracy
• Ability to follow established processes, manage multiple tasks, and meet deadlines in a fast-paced environment
• Ability to identify discrepancies, maintain data integrity, and escalate issues when appropriate
• Familiarity with business intelligence or reporting tools (e.g., Power BI, Tableau, or similar) is desirable
• Excellent written and verbal communication skills
• Discretion in handling confidential and sensitive financial, HR, and organizational information
• Proficiency in Microsoft 365 applications
• Proactive problem-solving skills with strong analytical and synthesis capabilities.
• Experience with Enterprise Resource Planning (ERP) or grant management systems is highly desirable.
• Awareness of GDPR and data protection principles, and ability to handle personal and sensitive data in line with organizational policies and regulatory requirements

REQUIRED EDUCATION & EXPERIENCE

• Bachelor's degree in business, finance, or a related field (preferred)
• Minimum of 5 years of experience with at least 3-4 years' experience in financial, administrative, operations, or compliance support roles, ideally involving financial data, reporting, or audit-related activities within an international or grant-funded environment.
• Experience with audit processes or financial reporting
• Experience supporting HR-related administrative processes is a plus
• Experience working in a fully remote environment with occasional in-person team meetings