office manager

TASKS & RESPONSIBILITIES

As part of the BeLux team, you will perform the following tasks among others

Events, Meetings, Contracting, Veeva/Tools

• Support Medical, Marketing and Sales departments (including Field Force) in daily business purposes in order to meet company objectives; supervising events in Veeva tool CRM (Veeva local support admin for all BE users) and managing contracting with external partners.
• Travel & hospitality management reservations for the team and key stakeholders, in collaboration with our travel agency, for our international and national congresses or events
• Daily organizational and administrative support to the local team. Organizing and managing large meetings such as training seminars, team events, cycle and Leadership Team meetings including preparing agendas, reports, and presentations if needed.
• Close collaboration and activities coordination with the Office Manager in The Netherlands; share processes and ways of working for Benelux common approach

Office, Material, Administration

• First point of contact towards external partners (e.g. Landlord, local IT services, cleaning services…) and customers linked to non-product related requests and contacts including management of general mailbox, website and global IT
• Surveillance of routing and archiving contracts with third parties in line with internal SOPs
• Support of HR responsible in HR-related topics like on- and off-boarding of employees
• Administrative support to Finance Manager, Pharmaceutical Affairs Manager and Compliance Officer in invoice management (PO follow-up for the BeLux team), product in-/out-bound activities, MRA activities, contract management and Transparency obligations
• Managing office and office supplies; anticipating needed supplies; placing and expediting orders for supplies; incoming and outgoing mail management (sending parcels and letters by TNT/ sorting and distribution of mail and medical magazines) and post management

EDUCATION & EXPERIENCE

• Bachelor's degree
• Dutch or French native, advanced level of other official language and English, spoken and written is essential
• Advanced knowledge of Microsoft Office Word, Excel, Outlook, Power Point, OneNote, Teams and other corporate applications (Veeva CRM)
• More than five years of experience as assistant, supporting several professionals at the same time preferably in a corporate environment
• Experience working in multinational environments

SKILLS & COMPETENCES

• Proactive. Ability to multi-tasking and to work autonomously, managing issues from different areas
• Dynamic and flexible, with the ability to work in team and manage several issues at once
• Excellent organizational skills, prioritization and time management
• Technical/digital skills: enjoys learning new systems and, together with the technical experts, solve issues 
• Manage sensitive and confidential information in an appropriate and discreet manner
• Teamwork mindset, eager to proactively communicate with others
• Ability to communicate effectively, both spoken and written

Why work with Almirall?

We are a people-centric company where employees are at their best, patients and customer are at the heart of every decision, and our focus and agility allow us to deliver greater impact for all.

Additionally, for the 17th year in a row, we have been certified as Top Employer Spain, and also Top Employer Germany for the first time.

This strengthens our commitment to create a unique work environment that helps our employees to develop their skills to fullest and grow both professionally and as individuals.

We are delighted to have a great team that is proactive, innovative, and eager to transform the world of people with skin conditions.

We are proud of each one of our employees, their development, and growth: they are the success of the company.

Our purpose

"Transform the patients' world by helping them realize their hopes & dreams for a healthy life".

Our values

• Care: we listen & empathize, we value diverse perspectives & backgrounds and we help each other succeed.

• Courage: we challenge the status quo, we take full ownership and we learn from our success & failures.

• Innovation: we put the patient and customer at the center, we create novel solutions and we empower entrepreneurial mindsets.

• Simplicity: we act decisively and avoid over-analysis, we understand why before we act and we are agile & keep things simple.

At Almirall, it's all about people

#wearealmirall