Executive Assistant & Office Services Manager, Germany

Position Overview

Provide general organizational and administrative support within the regional office. Provide organizational support for diverse set of internal/external events. Oversee front desk and administrative activities. Support Regional Sales Management or General Management as applicable.

Job Duties

• Ensure compliance with local regulations regarding healthcare professional relations (consulting, research, and hospitality payments).
• Coordinate educational grants in close collaboration with cross-functional teams.
• Plan, execute, and support internal workshops, trainings, and regional meetings and events.
• Assist with logistics for congress participation involving internal/external participants.
• Oversee front desk and administrative activities.
• Provide executive support to the General Manager with tasks such as agenda planning and travel coordination.
• Maintain a professional office environment and supervise maintenance.
• Manage vendor and service provider relationships.
• Support fleet management.
• Lead special projects and additional tasks as needed, contributing to strategic and operational excellence.
• Carry out compliance tasks as the local compliance officer, working closely with peers across the EMEA entities.
• Serve as a key point of contact, particularly for interactions with HCPs.
• Support the EMEA IT department locally.
• Provide contract management for office leases, healthcare professional (HCP) agreements, and other critical business arrangements.
• Comply with applicable Laws and Regulations, adhere to Quality Management System processes and requirements as well as demonstrate Ethics and Integrity in all matters and at all levels throughout the organization.
• Perform additional duties as assigned.

Qualifications

• Minimum eight (8) years of relevant work experience.
• Computer literate, including proficiency with MS Word, Excel, Teams, and Outlook.
• Integrity and discretion in handling confidential data.
• Highly accurate work methods.
• Sensitive to prompt completion of tasks.
• Strong time management skills and ability to handle multiple tasks at a time.
• Focus on outstanding customer satisfaction.
• Excellent written and verbal communication skills; very personable with good phone etiquette.
• Strong English language skills.
• Experience in international environment.