Office Manager UK/IRL

☞ Argenx

View: 103

Update day: 13-05-2024

Location: Gerrards Cross South East

Category: Administrative / Clerical / Assistant Energy Science Labor Pharmaceutical / Chemical / Biotech

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Job content

Join argenx
At argenx, we build our culture from the collective power of the team and the knowledge that together, we are better. If you are entrepreneurial, curious and committed to make a difference for patients and thrive on creating solutions for rare autoimmune diseases, then argenx is for you.
Next to a competitive salary with extensive benefits, we offer you the chance to grow and be a part of a team driven by purpose, creativity, innovation and science.
argenx
argenx is a fast-growing global immunology company committed to improving the lives of people suffering from severe autoimmune diseases. Thanks to colleagues based in Europe, the United States and Japan, we translate immunology breakthroughs into a world-class portfolio of novel antibody-based medicines.
For the expansion of our UK team, argenx is looking for an Office Manager.
Purpose of the function
The Office Manager will be responsible for strengthening and maintaining key processes, including finance, legal / contracts, and materials review, offering general administrative support to the UK team, and maintaining the operational efficiency of the UK office. This person will be the main point of contact for Events, Legal, HR support & Material review process in the UK.
Roles & Responsibilities
Executive support
  • Coordinate daily calendars of the Leadership Team
  • Liaise with executives/senior management including scheduling meetings and handling logistics
  • Book all necessary travel and put together travel itineraries; reconcile and process expenses promptly, in line with the company’s travel policy
  • Supervise office mailings and oversee package delivery/shipping
  • Assist with the argenx local website creation and management
  • Main point of contact for Regus / Spaces & IT
  • Work closely with other Management assistants within argenx
Events
  • Manage logistic planning and organisation for Medical Affairs (Scientific meetings) and Commercial (congresses) directly or in collaboration with external partners, including HCPs, guest speakers (contracts, bookings, invoices, reporting, etc.)
  • Plan and manage internal team meetings, off-site events and local corporate activities
  • Manage business related meeting arrangements internally and externally
  • Support development and production of congress material
  • Coordinate with Regional Event Manager for all Regional events (local participants, registration, etc.)
  • Manage legal and compliance declarations (transparency, submissions, etc.)
  • Coordination of submitting all necessary documentation linked to transparency, making sure we fulfil the regulatory requirements
Legal Admin & Accounting Administration
  • Manage vendor & PR/PO creation and distribution
  • Manage all incoming invoices in collaboration with AP
  • Main point of contact for finance support in the UK
  • Manage contract and price negotiations with vendors & service providers
  • Coordinate contracting process for all departments in collaboration with Legal (contract requests, follow-up, signatures, filing, etc.)
HR Support
  • Coordinate with HR for material order and delivery for new hires
  • Plan and manage the onboarding process for new hires, including new accesses, updating distribution list
  • Manage all local mandatory requirements
Material Review Process
  • Coordinate, manage all material distribution for review, QC material, follow-up on material status, track approvals
  • Maintain reviewers database, grant new accesses, remove accesses, adapt reviewers if needed, train new reviewers, agency, or project owner on system
  • Manage Material Review Committee (MRC) meetings, plan, lead and update/feedback material status to Project owners
Skills & Competencies
  • Excellent organisational skills and ability to prioritize as well as being highly flexible
  • Strong project management skills with experience in managing multiple projects and associated budgets
  • Excellent oral and written communication skills
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office, IT management skills is a plus
  • A creative mind with an ability to suggest improvements
  • 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
  • Ambitious, inquisitive naturally, a quick study, with demonstrated eagerness to continuously learn, self-improve and develop. This includes being comfortable giving and receiving feedback in a diverse environment.
  • Passionate and prepared to lead and contribute to our culture, which is driven by our corporate values of co-creation, innovation, empowerment, excellence, and humility.
Education, Experience
  • Minimum 5 years proven experience as an Office Manager in a fast paced, emerging organisation
  • In-depth experience in operating role
Other
  • Occasional travel required
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Deadline: 27-06-2024

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