Jazz Pharmaceuticals

  • Office Manager

    Job Post Information* : Posted Date 2 weeks ago(1/3/2019 7:12 AM)
    ID
    2018-4021
    # of Openings
    1
    Min. Exp. (Yrs)
    5
    Category
    Commercial - EU/RoW
    Advertised Location : Location
    DE-Munich
    Job Post Information* : External Company Name
    Jazz Pharmaceuticals
    Job Post Information* : External Company URL
    https://www.jazzpharma.com/
    Advertised Location : Address
    Grillparzerstrasse 18
    Advertised Location : Postal Code
    D-81675
  • Overview

    Jazz Pharmaceuticals is an international biopharmaceutical company focused on improving patients’ lives by identifying, developing and commercializing meaningful products that address unmet medical needs. We are continuing to expand our commercial product portfolio and our research and development pipeline in therapeutic areas that can leverage our unique expertise.


    Our therapeutic areas of focus include sleep and hematology/oncology – areas in which we have a deep understanding of the patient journey and a suite of products and product candidates to address critical needs.


    We are looking for the best and brightest talent to join our team.  If you’re looking to be a part of a company with an unwavering commitment to improving patients’ lives and being a great place to work, we hope you’ll explore our career openings and get to know Jazz Pharmaceuticals. 

    Position Profile

    Reporting into the GM Germany/Austria the role holder will provide both secretarial and administrative duties to support the Company to reach its strategic objectives.  In doing so he/she will collaborate closely with all internal/external stakeholders whilst demonstrating Company values at all times. He/she will provide administrative support to department, site and line leaders with a special focus on the support of the Head of Medical Affairs.

    In addition to the Office Manager role the role holder will provide emergency support to the Customer Service Department to fulfil incoming orders when the local CS Representative and any back up CS support are not available.

    Essential Job Functions:

    General Tasks

    • Assist in administrative processes of the Munich office
    • Maintain and manage the “job bags” for Promotional material sign off
    • Prepare and track POs, contracts, invoices for suppliers, consultants, agents
    • Screen telephone calls, enquiries and requests, and handle them when appropriate in a manner that supports Company values
    • Process contracts in management system and tracking
    • Coordinate, plan and prepare on and off site meetings
    • Travel and accommodation bookings as requested
    • Prepare expenses in Concur as requested
    • Manage incoming and outgoing mail and faxes
    • Prepare on boarding of newcomers by organizing equipment / software and initiate all necessary administrative steps
    • Prepare PowerPoint presentations as requested
    • Support site administrative tasks as requested and appropriate
    • Maintain the office supply inventory and order additional supplies as needed.
    • Practical arrangements: travel reservations, hotel reservations, making appointments, arranging meetings, preparing agendas.
    • Act as a liaison between the external (Key Account Manager / Medical Science Manager) and internal executives, managers and consultants in coordinating meetings.
    • Involvement in HR topics including contracts and communication with external payroll provider.

    Required Knowledge, Skills, and Abilities

    • Be resourceful, proactive, assertive and self-motivated
    • Excellent administration skills
    • Microsoft Office proficiency at advanced level
    • Strong Company ambassador
    • Organizational skills
    • Ability to execute on multiple projects simultaneously
    • Ability to manage own workload with flexible approach
    • The ability to confidently communicate with colleagues of all levels, including senior management
    • Good English skills to communicate in an international company
    • Fluent in German

    Description of Physical Demands

    • Responsibilities may require working outside of “normal” hours, in order to meet business demands.

    Jazz Pharmaceuticals is an Equal Opportunity Employer.

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