Office Manager & Project Coordinator, Europe

What will you be doing?

• Provide general administrative support to SVP Head of Europe as well as eventually other VPs
• Coordinate and manage executive calendar, schedules, travel arrangements and expense reports
• Logistic support provided between US and EU time zones
• Translation of German/French/Italian documents and interactions
• Organize internal and external meetings, off-sites, company events and workshops
• Set up new vendors, create PO’s and process invoices for timely and accurate payment in collaboration with Finance
• Strong interface with US finance team members
• Handle contracts and signatures (Multilingual capabilities required)
• Logistic support during hiring process including scheduling candidate interviews, both directly and through the relevant search companies, and providing candidate support through interview process
• Local management of Health Insurance policies (via AXA) and pensions inc
• Coordination of local employee knowledge sharing and interactions with vendors
• Employee support with health Insurance interactions (German language)
• Monitor, screen, respond to phone calls, mail and emails including confidential correspondence, clarifying / highlighting required actions and responses in various languages (German, English, French)
• Facilitate the build of manage systems and applications to support International business
• Independently prepare communications, budget reports or other data displays
• Create efficient office procedures and provide general administrative support such as managing office supplies and equipment, answering phones and mailing filling systems, reports and record keeping methods (inc. translations German to English),
• Coordinate with IT suppliers to handle all new technology set ups and logistics including equipment, physical and virtual access that ensure seamless services
• Manage office expenses, process invoices for payment in collaboration with corporate Finance department and provide monthly input to payroll administrator
• Act as a coordinator of information and communication within the management team
• Draft and edit documents and develop PowerPoint presentations as well as develop and handle Excel workbooks with algorithms
• Support the budget process
• Welcome guests and business partners
• Coordination, implement and monitoring of facility management providers and processes
• Critical activity supporting the location of new offices spaces and build out of office equipment, processes, and procedures
• Liaison point with current and future office management companies (German language critical)

What are we looking for?

• Preferably 5-7 years of experience as Executive Assistant or Project Coordinator supporting Executives
• Multilingual (English and German essential). Business fluent in English (verbal and written)
• Experience working in an international environment (preferably within the pharmaceutical industry)
• Well organized and able to prioritize and manage changing workload
• Experienced in Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Practical business-oriented solution approach and able to meet deadlines
• Very strong in communication and able to deliver a high working level
• Ability to build strong relationships with key stakeholders
• Enthusiasm and the agility for a fast-changing start-up environment
• Service minded, team player and collaborative working style
• Able to stay calm in stressful situations
• Takes ownership of given responsibilities
• Capable of working independently as well as in teams
• Excellent communication and organization skills
• Flexible, proactive, assertive, committed and reliable
• Demonstrates unquestionable integrity and professionalism
• Ability to work successfully in multi-cultural teams

EDUCATION

Education in Administration / Business or equivalent