Operations Specialist

2 months ago

Gerrards Cross, Buckinghamshire, United Kingdom Argenx Full time

About Argenx

Argenx is a fast-growing global immunology company committed to improving the lives of people suffering from severe autoimmune diseases. Our team is driven by a passion for innovation, creativity, and science.

Job Summary

We are seeking an experienced Office Manager to join our UK team. The successful candidate will be responsible for strengthening and maintaining key processes, including finance, legal, and materials review, while providing general administrative support to the team.

Key Responsibilities

  • Coordinate daily calendars of the Leadership team
  • Liaise with executives/senior management, including scheduling meetings and handling logistics
  • Book all necessary executive 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 creation and management of the company's local website
  • Main point of contact for Regus/Spaces and IT
  • Work closely with other Management assistants within Argenx

Events

  • Manage logistic planning and organization 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 the development and production of congress material
  • Coordinate with Regional Event manager on Regional events (local participants, registration, etc.)
  • Manage legal and compliance declarations (transparency, submissions, etc.)
  • Coordinate the submission of all necessary documentation linked to transparency, ensuring compliance with regulatory requirements

Legal Admin & Accounting Administration

  • Manage vendor and 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 and service providers
  • Coordinate the 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 and updating distribution lists
  • Manage all local mandatory requirements

Material Review Process

  • Coordinate and manage all material distribution for review, QC material, follow-up on material status, track approvals
  • Maintain the reviewers database, grant new accesses, remove accesses, adapt reviewers if needed, train new reviewers, agency, or project owner on the system
  • Manage Material Review Committee meetings, plan, lead, and update/feedback material status to Project owners

Requirements

  • Minimum 5 years proven experience as an administrative assistant in a fast-paced, emerging organization
  • In-depth experience in operating roles

What We Offer

  • Occasional travel required
  • 2-3 days/week office required

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