Business and Operational Administrator

Overview

Business and Operational Administrator

Location Position: Germany, Remote

Reporting to: GM, Country Manager 

The Business and Operational Administrator is responsible for all operational support to the General Manager and the country / regional team, as well as maintaining and increasing the operational efficiency.

Responsibilities

Executive support 

• Liaise with executives/senior management on various tasks and projects, particularly through project tracking, including scheduling meetings and handling logistics
• Support all product launch activities with project management
• Independent process optimization through the identification of process gaps and the active (further) development of existing and new processes to increase efficiency
• Project management for operational process improvements and simplification within the organization, in close coordination with the service team.
• Making sure all country travels are in line with the company’s travel policy. Main point of contact for Travel&Expense department and local travel agency
• Assist with the Stemline local website creation and management as well as for the team folders.
• Close collaboration with colleagues at Berlin Chemie and our global colleagues

Events

• Manage logistical planning and organization for all departments of all meeting and events, incl. congresses in collaboration with the colleagues from Berlin Chemie, including HCPs, guest speakers (contracts, bookings, invoices, reporting, etc.)

• Plan and manage internal team meetings, off-site events and local corporate activities
• Set-up and manage all events via Cvent registration
• Coordinate with International Event manager on Regional events (local participants, registration, etc.)
• Main point of contact for Event within the country and the relevant department at Berlin Chemie.

Legal Admin & Finance Administration 

• Manage local vendor & PR/PO creation and distribution
• Manage all incoming invoices in collaboration with AP
• Track budget for executives on projects
• Coordinate contracting process for all departments in collaboration with Legal (contract requests, follow-up, signatures, filing, etc.) and via Legal tool

HR Support

• Coordinate with HR on orders for new hires
• Plan and manage the onboarding process for new hires, including new accesses, updating distribution list
• Primary point of contact for local fleet management
• Assisting with the filing and documentation of HR-related records, policies, and company agreements
• Preparing employment references
• Manage all local mandatory requirements such as workplace health requirements, safety and preventive health care activities

Qualifications

SKILLS AND COMPETENCIES 

• Excellent organizational skills and ability to prioritize as well as being highly flexible
• Strong project management skills with experience in managing multiple projects and associated

budgets

• Ability to take initiative, being highly proactive and make decisions
• Excellent oral and written communication skills in German and English
• Perform accurate and complete work, within deadlines
• Driven to work collaboratively and cross-functionally
• High level of professionalism, discretion and confidentiality
• Extremely high levels of emotional intelligence and ability to manage ambiguity
• A creative mind with an ability to suggest improvements
• Proficiency in MS Office, IT management skills and experience with Workday are a plus
• Ability to work collaboratively and effectively together within cross-functional teams and networks
• Demonstrated communication skills, within a multi-cultural and multi-lingual global environment
• Is agile and demonstrates adaptability, comfort with ambiguity, trust-building, and resilience
• Derives energy from operating in a dynamic, complex, fast-moving, and frequently changing business environment
• Demonstrable experience with project management, proactive planning, priority setting, and securing alignment
• Drives toward outcomes

EDUCATION, EXPERIENCE

• Minimum 10 years proven experience as a superior executive support in a fast paced, emerging

organization in pharma and biotech 

• In depth experience in an operating role and project management