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Team Administrator
- Permanent
- Administrative
- Germany
This vacancy has now expired. Please see similar roles below...
Proclinical is seeking a Team Administrator for a biopharmaceutical company focused on developing cancer treatments. They are currently recruiting for an experienced Team Administrator to join their expanding team in Munich. This is an exciting time to join this company who operate across the United States, Europe and other international markets and have an extensive pipeline of products under development.
This Team Administrator role is responsible for managing and coordinating a comprehensive, confidential and high quality administrative service to the German Commercial (primarily field based) and Medical Teams. You will responsible for setting up and implementing new office systems and processes, including developing appropriate administrative processes. Reporting to the General Manager - DACH, you will also provide support to the local Leadership Team over a full range of operational duties.
This position requires a self-starter needing minimal supervision and willing to take on a wide range of responsibilities outside the defined responsibilities. Coordination of all support services to ensure efficient functioning of the Munich Office. A flexible, 'can do' approach and with a strong work ethic and ability to take proactive ownership of assigned duties.
Job Responsibilities:
- Coordinating internal and external team meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees and ensuring that various meeting amenities are available.
- Coordinate conference attendance, National Congresses (European and National), registrations, hotel bookings.
- Support visitors to Munich, which may include assisting them with travel arrangements.
- Liaising with external Governing Boards/Payer Physician Influencers.
- Preparing expense reports, submitting invoices to Germany and US office for payment.
- Managing contract requests, primarily CDAs with consultants, vendors, investigators, as needed and submit partially/fully executed contracts to Boulder Office Manager for final processing.
- Supporting management of EU budget submission throughout development, execution and reporting phases.
- Preparing Word/Excel/PowerPoint presentations/minutes/reports.
- Maintaining Quality documents for Munich Office: SOPs, Policies, Work Instructions and Forms-electronic and paper files. Preparing documents, distribute for reviews, consolidate edits, route for final approval, route for training, and post to SharePoint. Maintaining training files on all GxP employees and consultants.
- Working with European HR, maintaining training records and onboarding materials for all employees.
- Discreet handling of sensitive company information to support senior management.
- Working with other administrative assistants in Europe to establish best practice, standards/ways of working.
- General front desk duties: answer and route calls, order office supplies, maintain supplies/storage, prepare mail and packages for USPS and FedEx shipment.
- All day to day activities to ensure efficient running of the office including facilities management and compliance with H&S requirements.
Skills and Requirements:
- Significant administrative experience with proven track record of increasing responsibility and skill development.
- Highly flexible team member with the ability to prioritize and work independently.
- Solid skills in managing office technology and confidential record keeping.
- Excellent organizational skills with an ability to prioritize workload, plan ahead and multi-task.
- Excellent written and communication skills, problem-solving and team working skills.
- Experience of working in a matrix-working environment with individuals in different countries and levels of authority.
- Desire to learn new skills and look for additional opportunities to contribute.
- Proactive approach to improving system efficiencies and office culture.
- Experience in providing administrative support to senior management.
- Ability to think beyond boundaries of own job, challenge status quo and seek opportunities for continuous improvement.
- High level of confidentiality and discretion.
- Working with external agencies and suppliers; leveraging efficiency and budget management.
- Good standard of education, formal secretarial training and/or degree preferred.
- A minimum of 5 years administrative work experience required.
- Must have excellent time management, organizational, customer service and interpersonal skills, with demonstrated ability to produce high quality work under tight deadlines.
- Excellent technical skills to include but not limited to Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and desktop publishing/project management skills.
- Fluent in English
- Ideally, experience of local German Policies and Laws
- Office-based position with minimum travel required.
To Apply:
Please click on the Apply button. Please include a short note outlining why you are interested in the role and why you think you are suitable.
In case you have difficulty in applying or if you have any questions, please call Niklas Kaminski on +44 2035428287 or upload your CV on our website - www.Proclinical.com.
A full job description is available on request.
Proclinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.
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