Sales & Administrative Support Specialist

Vor 4 Tagen

Munich, Deutschland PharmaTalent Inc. Vollzeit

CONFIDENTIAL RETAINED SEARCH

On behalf of our client; a midsize multinational biopharmaceutical company; we are searching for a Sales & Administrative Support Specialist


OVERVIEW

Located in Munich, Germany, this role will be responsible for providing professional and efficient administrative support to the Country Manager, the Sales team and the German affiliate, in close collaboration with the international region. The candidate should have a strong generalist background and profound experience in similar office and business activities.

The Sales & Administrative Support Specialist will report to the Country Manager of Germany, and would be required to work in the Munich office.



KEY RESPONSIBILITIES

● Request contracts and POs on behalf of the Country Manager and the sales team members, working with Legal and Finance as required to ensure compliant and timely contracting and payments. Support other EA representatives as needed

● Manage OPEX expenditures compliantly and timely, including tracking and documenting contracts and other documents in a way that supports audit readiness

● Support the Sales team with administrative tasks as needed

● Provide project management assistance, incl. opening project estimates and tracking invoices

● Coordinate travel plans for the country manager and logistics for the Country Manager, organize and coordinate meetings and other internal and external events, and provide additional meeting support to the wider team, incl. catering, agenda preparation and travel arrangements

● Manage executive calendar, including scheduling internal and external meetings

● Manage information of a strictly confidential and critical nature in accordance with the applicable laws as well as internal and external rules and regulations

● Lead the organization and minutes of the monthly German Leadership Team and other relevant governance meetings for Germany

● Contribute to a positive office and team culture, supporting the Country Manager to celebrate successes and personal events as appropriate

● Coordinate and support the onboarding and off-boarding processes, incl. equipment, badges, company car, and systems where required

● Assist with implementing new IT systems, act as power user where required and provide system support and training to team members

● Act as a safety officer and fire protection assistant in accordance with the applicable regulations

● Coordination & support of guest visitors (e.g.) vendors, KOLs, guest speakers, and from other Subsidiaries

● Collaborate with the Facilities and Global Security team to align on needs and processes, and ensure smooth operations

● Manage post mail inflows and outflows, organize shipment and receipt of material, express couriers, and stationeries

● Internal communication regarding on-site events, facility issues, and office-related activities



QUALIFICATIONS

● Profound previous experience in a similar role is essential, previous experience in the pharmaceutical/biotechnology industry is preferred

● Outstanding organizational and prioritization skills as well as high level of adaptability and flexibility

● Strong project management skills with experience in managing multiple projects and associated budgets simultaneously

● Excellent analytical skills, data management experience, and an understanding of interconnected enterprise systems like SAP, CRM, and Excel

● Ability to effectively handle and lead multiple tasks/projects independently

● Ability to take initiative, be highly proactive, and make decisions

● Excellent oral and written communication skills, including presentation to internal stakeholders in German and English

● Perform accurate and complete work, within deadlines, with or without direct supervision

● Driven to work collaboratively and cross-functionally

● Strong sense of urgency, ethics, and responsibility

● Pronounced customer focus with strong team player and growth mindset

● Pronounced resilience and positive and solution-focused thinking

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