Office Manager UK/IRL

4 weeks ago

Gerrards Cross, Buckinghamshire, United Kingdom Argenx Full time
Join Argenx as an Office Manager

At Argenx, we're driven by a passion for innovation and a commitment to making a difference in the lives of people with severe autoimmune diseases. As an Office Manager, you'll play a critical role in supporting our UK team and contributing to our mission.

About the Role

The Office Manager will be responsible for maintaining key processes, including finance, legal, and materials review, while providing general administrative support to the UK team. This role will be the main point of contact for events, legal, HR support, and material review processes in the UK.

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 argenx 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 the 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, and track approvals
  • Maintain the reviewers database, grant new accesses, remove accesses, adapt reviewers as needed, train new reviewers, agency, or project owners on the system
  • Manage Material Review Committee meetings, plan, lead, and update/feedback material status to Project owners
Requirements
  • 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
  • Excellent oral and written communication skills
  • Knowledge of office administrator responsibilities, systems, and procedures
  • Proficiency in MS Office, IT management skills a plus
  • A creative mind with an ability to suggest improvements
  • Ability to work collaboratively and effectively 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
  • Passionate and prepared to lead and contribute to our culture, driven by our corporate values of co-creation, innovation, empowerment, excellence, and humility
Education, Experience
  • Minimum 5 years proven experience as an administrative assistant in a fast-paced, emerging organization
  • In-depth experience in operating roles
Other
  • Occasional travel required
  • 2-3 days/week office required

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