Office Manager UK/IRL

1 month 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 & 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 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 regulatory requirements are met
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 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, updating distribution lists
  • 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 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

As an Office Manager at Argenx, you'll have the opportunity to work in a dynamic, global environment with a talented team of professionals. We offer a competitive salary, extensive benefits, and the chance to grow and develop your skills in a purpose-driven organization.

Occasional travel is required, and 2-3 days/week office work is expected.

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