Office Manager, Spain

hace 2 semanas

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 pre-read 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 cross-functional 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

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