Office Manager UK/IRL

7 months ago

Gerrards Cross, United Kingdom Argenx Full time

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 (office Gerrards Cross).

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 AND RESPONSIBILITIES

Executive support

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 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 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.)

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 meetings, plan, lead and update/feedback material status to Project owners

SKILLS AND COMPETENCIES

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 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 administrative assistant in a fast paced, emerging organization

In depth experience in operating role

OTHER

Occasional travel required

2-3 days/week office is required

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