Office Manager, Germany

Location: Munich - DE
Department: Admin EU

POSITION SUMMARY

The Office Manager, Germany role supports the activity for the GmbH entity, the Country Manager, Germany and the Zogenix GmbH team.  In addition, the role works in partnership with and facilitates interactions with the rest of the European team and wider US based teams.

MAJOR AREAS OF RESPONSIBILITY

MEDICAL AFFAIRS, CONGRESSES, (COMMERCIAL) MEETINGS (33% of time):

  • Organisation of events; Congresses Medical Meetings and Advisory Boards
  • Manage the logistics for German Congresses and scientific Advisory Boards
  • Main point of contact with Congress organizers where we have a symposium
  • Manage contracts, travel, payments and expenses for participants ensuring compliance with local and EFPIA and other local Codes of Practice
  • Site visit to venue as required
  • Organize registration, book hotels and organise travel for participants
  • Provide on-site support when required
  • Take the lead in organising internal meetings (for example sales force meetings, all staff meetings) from planning to execution
  • Be the point of contact in liaising with agencies for the preparation of materials (commercial and medical)

FACILITIES MANAGEMENT (33% of time)

  • Manage Munich office requirements and liaise with Regus management on rental agreements
  • Lead new office location identification and manage negotiation of lease and relocation into new office
  • Vendor management with suppliers
  • Coordinate with HR for Fleet Contracts and Policy generation

OFFICE SUPPORT (33% of time)

  • Main point of contact and support to internal GmbH team and external clients
  • Coordinate with IT on Company mobile phone
  • Organize and schedule appointments and meetings
  • Book travel for Zogenix GmbH team
  • Provide Human Resources support as required; including arranging interviews, travel and on-boarding
  • Point of contact for legal contracts and Concur for the German team
  • Other duties as assigned

QUALIFICATIONS 

  • Essential: Education to A level standard
  • Desirable: Bachelor's degree

OTHER SKILLS

Essential:

  • 5+ years’ experience working within Administration & Facilities
  • Knowledge of project management techniques
  • Fluency in English

Desirable:

  • 3+ years’ in a pharma/biotech/life-science environment
  • Experience in an international environment

Competencies:

  • Demonstrated alignment with the company’s values and culture
  • Keeping current with all required legal and compliance training courses
  • Personally, abiding by, and championing adherence to, each of Company Core Values and always achieving such performance with integrity and compliance;
  • Acting with respect and in a professional manner in all business relationships (with colleagues within Company and with external stakeholders)
  • Have high stress tolerance, be self-regulating, able to learn and problem solve well, and have strong organizational skills
  • Loves to work in a highly dynamic start-up environment, is a self-starter with a hands-on working mentality
  • Capable to actively contribute to the German entity as a “Learning organisation” by identifying self- initiated areas to improve

Attributes:

  • Professional, helpful, organized, industrious, responsible, trustworthy, hands on mentality, flexible, happy to work in a dynamic start up environment

 SPECIAL WORKING CONDITIONS

  • The role is based in the Munich Office in Germany with the flexibility to work from home occasionally (upon agreement with the line manager). 
  • The role involves some European travel and possible US travel as well.