Office Manager, Spain

hace 7 días

Madrid, Madrid, España Seagen A tiempo completo

Position Summary:


This position will include responsibilities associated with general office management in terms of maintenance of office supplies, sorting mail, filing, etc.

The Office Manager, Spain will also provide administrative support to the local leadership team (Commercial, Medical Affairs, Market Access and Marketing) in the Madrid office.

This role includes providing support with organizing meetings, managing electronic calendars, arranging travel, and liaison with third parties to manage procurements and invoices coming into affiliate.

This responsibility includes the management or follow up of the whole administrative process from contracting to payment.

Furthermore, since some of the services are centralized at regional level, the role will include the responsibility of coordinating local and regional operations for HR, IT and Finance.

The scope of the position and the opportunity to make an impact will evolve to meet the needs and structure of the organization.

As such, capability and flexibility are keys to success.

Principal Responsibilities:

  • Managing day to day activities in the Seagen Spain Office, including planning and scheduling of business meetings, booking meeting rooms, conference calls and events; providing preread documents, distribute meeting materials and reference materials
  • Manage electronic calendars and meeting schedules, and arrange travel, accommodation, and catering, where required, for all meetings, including internal meetings as well as those including third parties and offsite meetings
  • Act as a main point of contact for third parties to ensure their efficient arrival and departure to meetings hosted
  • Acts as a key point of contact for the general organization of all site activities and meetings
  • Coordinate with IT, as well as IT suppliers, to handle all new technology set ups and logistics including equipment, physical and virtual access that ensure seamless services
  • Manage office expenses, including validating invoices against quotations, and process invoices for payment in collaboration with corporate Finance department
  • Create efficient office procedures, filing systems, reports and record keeping methods, as necessary
  • Liaises with and coordinates various Human Resources needs, including:
  • Develop and maintain complete employment records including all legally required documentation
  • Liaison with Benefits providers, Provide timely input to insurance broker, social security, work with Compensation & Benefits
  • Provide monthly input to payroll administrator/HR Generalist, review monthly payroll runs for accuracy and completeness
  • Manages Board of Directors meetings, creates minutes, etc., as well as coordinating various visitors and their conference needs
  • Coordinate and manage executive calendar, schedule, travel arrangements (coordinate with corporate travel agent service), expense reports, and prepares requisite materials for Head of Commercial Planning Europe
  • Identify vendors and make recommendations (e.g. caterers, business cards, local suppliers
  • Manage relevant external vendors
  • Provide support with coordinating conference arrangements in terms of registration, accommodation, travel, and distribution of relevant materials to the team
  • Provide general office support in terms of answering telephones, maintaining/ordering office supplies and equipment, sorting mail, scheduling meetings, and filing
  • Provide support with financial tasks, including processing of invoices, expenses, etc.
  • Provide support in the preparation of any regulatory inspections and/or audits
  • Provide support with compiling, printing and distributing meeting materials, including PowerPoint slides, excel spreadsheets, and word documents
  • Liaise with other Office Managers and Administrative Assistants at Seagen to provide crossfunctional administrative support and optimize efficient interaction
  • Oversee employee experience and onboarding for new employees in the Madrid office. Collaborate with HR, IT, Finance, Facilities as needed
  • Ensure that relevant internal policies (e.g. travel and expenses, interactions with HCPs) are adhered to
  • Responsible for following all office safety guidelines and the reporting of any incidents, including fires, injuries, and illnesses

Experience/Requirements:

  • 5+ years' administrative and clerical experience, preferably within the life sciences industry
  • Advanced word, excel and PowerPoint processing and computer skills; proficient user of MS Office Package
  • Fluent in both spoken and written Spanish and English, including composition, grammar, spelling, proofreading, and formatting
  • Excellent organizational and time management skills, including the ability to manage multiple projects concurrently, prioritizing and delegating tasks as needed
  • Able to demonstrate initiative in resolving problems and making recommendations
  • Capacity to anticipate problems
  • Demonstrates autonomy to solve issues
  • Excellent communication skills

  • Office Manager Spain

    hace 1 mes

    Madrid, Madrid, España Nickel A tiempo completo

    Nickel, awarded the label for the third year in a row in 2023, is a payment entity part of the BNP Paribas Group. Our mission is to tackle financial exclusion through a simple, face-to-face and accessible service.Our value proposition is based on a payment account, with a domestic IBAN and a Mastercard debit card that customers can open at certain lottery...

  • Office Manager, Madrid, Spain

    hace 7 días

    Madrid, Madrid, España Europeanclimate A tiempo completo

    European Climate Foundation Madrid Spain Administration Company Description About the European Climate Foundation The European Climate Foundation (ECF) is a major philanthropic initiative working to help tackle the climate crisis by fostering the development of a net-zero emission society at the national, European and global level. We support around 500...

  • Office Manager, Madrid, Spain

    hace 1 semana

    Madrid, Madrid, España European Climate Foundation A tiempo completo

    About the European Climate FoundationThe European Climate Foundation (ECF) is a major philanthropic initiative working to helptackle the climate crisis by fostering the development of a net-zero emission society at the national, European and global level.We support around 500 partner organisations to carry out activities that drive urgent and ambitious...

  • Office Manager, Madrid, Spain

    hace 7 días

    Madrid, Madrid, España European Climate Foundation A tiempo completo

    European Climate Foundation Madrid Spain Administration Share via link Share on social media Company Description About the European Climate Foundation The European Climate Foundation (ECF) is a major philanthropic initiative working to help tackle the climate crisis by fostering the development of a net-zero emission society at the national, European...

  • Office Manager

    hace 7 días

    Madrid, Madrid, España Adecco (Spain) A tiempo completo

    ¿Tienes experiencia como office manager, cuentas con un nivel de inglés C1 y te interesa trabajar en una empresa dedicada a la consultoría de energías renovables?Sigue leyendoDesde Adecco, buscamos un perfil de recepcionista/ office manager para incorporarse al equipo en la zona de Plaza Castilla, en MadridTus funciones serán:Atención cliente. Llamadas...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Jr Spain A tiempo completo

    col-wideJob Description:¿Tienes experiência como Secretario/a / Office Manager? ¿Estás en búsqueda de una posición estable? Si es así, Esta es tu oportunidadDesde Grupo Adecco estamos seleccionando un/a Office Manager / Secretario/a? para uno de nuestros clientes, una empresa del sector de la energía ubicada en Madrid¿Qué requisitos necesitamos?...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Jr Spain A tiempo completo

    col-wideJob Description:Estamos seleccionando un perfil para la posicion de Office Manager (part time - mañanas), que nos ayude a la gestión completa de nuestra oficina. Somos un equipo de 5 consultores dedicados a la asesoría Técnica y financiera en el sector de la energía.Tipo de puesto:Media jornadaHoras de medio tiempo: 25 por semanaHorario: De...

  • Office Manager

    hace 7 días

    Madrid, Madrid, España Jr Spain A tiempo completo

    col-wideJob Description:Descripción:Como Office Manager contribuirás al buen funcionamiento de la oficina, además de dar apoyo y soporte a la dirección y otras áreas de la empresa Gestión de la recepción: recibir a las visitas, atención telefónica, paquetería y correspondencia.Mantenimiento de la oficina (supervisión del personal de limpieza,...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Adecco (Spain) A tiempo completo

    ¿Tienes experiencia como office manager, cuentas con un nivel de inglés C1 y te interesa trabajar en una empresa dedicada a la consultoría de energías renovables?Sigue leyendoDesde Adecco, buscamos un perfil de recepcionista/ office manager para incorporarse al equipo en la zona de Plaza Castilla, en Madrid.Tus funciones serán:Atención cliente....

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Skybridge U.K. Ltd A tiempo completo

    Our project has been operating discretely since 2017, since then we have been working towards our goal of changing the world of logistics and mobility via future technology Aerospace vehicle solutions. We are currently in search of an office manager for our Spain office. In this role you will play a crucial role in ensuring the smooth operation of the office...

  • Office Manager

    hace 2 meses

    Madrid, Madrid, España Onsite HR Executive Search A tiempo completo

    Executive Assistant & Office Manager (C1- C2 english level)For a leading Real Estate company and investment fund, we are seeking an Executive Assistant and office manager to work closely with the 2 partners.Responsibilities:Managing schedules, organizing meetings, and more.Office Manager tasks: greeting visitors, handling purchases, office administration,...

  • Office Manager

    hace 7 días

    Madrid, Madrid, España Page Personnel España A tiempo completo

    La persona seleccionada dará soporte a toda la oficina de Madrid y estas serán sus responsabilidades:Atención y filtro de llamadas Organización y acondicionamiento de salas de reuniones Atención de visitas Gestión del correo y la mensajería Organización de viajes de todo el equipo Gestión y resolución de incidencias de IT Relación con proveedores...

  • Assistant Front Office Manager

    hace 7 días

    Madrid, Madrid, España ROBINSON JANDIA PLAYA A tiempo completo

    First impressions count, especially for our ROBINSON guests. As Assistant, you support together with the Front Office Manager the reception area at the club and simultaneously, you have a talent in organisation, able to motivate others and are a manager for quality. Along with your team, you make sure that nothing goes amiss with our guests from arrival to...

  • Office Manager

    hace 7 días

    Madrid, Madrid, España Page Personnel España A tiempo completo

    La persona seleccionada asumiría las siguientes funciones:Atención de visitas Gestión y mantenimiento de salas Atención y filtro de llamadas Coordinación y atención de proveedores Responsable del estado general de la oficina y gestión de la misma (mobiliario, caja chica, pedidos- oficina, tanto de cocina como de material, alarmas, preparación,...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Page Personnel España A tiempo completo

    Atención de llamadas y atención de visitas. Gestión de proveedores. Gestión de correo electrónico. Soporte a facturación (seguimiento de envío de facturas y pagos). Gestión de presupuestos y órdenes de compra. Envío y recepción de pedidos. Agendas. Elaboración de informes. Organización de reuniones. Coordinación de viajes. Organización y...

  • Office Manager

    hace 7 días

    Madrid, Madrid, España Walters People A tiempo completo

    Excelente oportunidad profesional como Office Manager para una importante empresa que gestiona diferentes hoteles situada en Madrid.Sobre la posición:Como Office Manager, tu misión principal será gestionar el día a día de la oficina y organizar las agendas y viajes de los directivos. Ofrece la oportunidad de crecer dentro de la empresa y dar apoyo a la...

  • Junior Office Manager

    hace 7 días

    Madrid, Madrid, España limehome A tiempo completo

    Are you ready to be responsible for our growing Madrid office for limehome in Spain? Want to be our new Office manager?How you'll be hosting with heart:Responsible for day to day office needs: Coordinate general maintenance and restocking of office supplies Ensure a wellfunctional and appealing office Greet visitors and be the first point of contact Support...

  • Asisstant-Office Manager

    hace 7 días

    Madrid, Madrid, España Adecco (Spain) A tiempo completo

    ¿Tienes experiencia como office manager, cuentas con un nivel de inglés C1 y te interesa trabajar en una empresa dedicada a las telecomunicaciones?Sigue leyendoDesde Adecco, buscamos un perfil de office manager para incorporarse en MadridTus funciones serán:Atención de llamadas y correos electrónicos entrantes y visitantes.Gestión general de...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Page Personnel España A tiempo completo

    La persona seleccionada se incorporará en la compañía realizando las siguientes funciones:Control presupuestario. Contacto con proveedores. Envío de comunicaciones internas. Liquidación a clientes. Funciones administrativas. Gestión de viajes. Preparación y envío de pedidos. Soporte general al equipo.Buscamos un/a Office Manager para sector...

  • Office Manager

    hace 1 semana

    Madrid, Madrid, España Adecco A tiempo completo

    OFFICE MANAGER /ADMINISTRATIVO/A AdeccoMadridWIZBII OFFICE MANAGER /ADMINISTRATIVO/A chez Adecco en Madrid. Envíe su solicitud ya mismo y encuentre otros trabajos en WIZBII Solicitar ahora Descripción de la oferta¿Tienes experiencia como administrativo/a , nivel alto de inglés y buscas consolidarte en una empresa solidad y responsable? Esta es tu...