Administrative Assistant - German Speaking - Berlin - Hybrid

ProPharma Group; Berlin; Hybrid; EUR 30.000 - 45.000; Vollzeit

Zusammenfassung

A global consulting firm in Berlin is seeking an experienced Administrative Assistant. This role involves providing professional reception service, managing communications, and supporting office administration. Fluency in both German and English is required along with strong customer service skills. The position is hybrid, requiring 1-2 days in the office each week.

Qualifikationen

• Proficient in both written and verbal German and English.
• Exceptional customer service with the ability to manage confidential information.
• Skilled in Microsoft products: Word, Excel, PowerPoint, and Outlook.

Aufgaben

• Provide reception service for clients calling the switchboard.
• Route calls and maintain office communications via email.
• Support training for new team members as required.

Kenntnisse

Fluency in German and English

Customer service skills

Microsoft Word, Excel, PowerPoint, Outlook

Problem-solving

Effective communication skills

Ability to prioritize work

Interpersonal skills

Ausbildung

Secondary School Diploma (Mittlere Schulabschluss)

Jobbeschreibung

For the past 20 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. As the world’s largest RCO (Research Consulting Organization), ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners’ most high-profile drug and device programs.

The Administrative Assistant will provide professional and friendly reception service in German for all client customers phoning the switchboard line.

This role will be offered on a hybrid basis with 1-2 days per week required in the Berlin office.

Essential Functions Include :

• Answer multi-line phone promptly, professionally and with a friendly voice. Route calls to the appropriate contact in line with agreed procedures.
• Ensure all office communications via email are routed to the appropriate person(s) in a timely manner.
• Client audit support.
• Provide administrative support to the office as delegated by the Manager.
• Provide overflow support as required for the medical information services, taking detailed messages as delegated by the Manager.
• Maintain a good level of quality in all aspects of the job.
• Independently ensure that tasks are completed within the deadlines documented in the Company SOPs and Working Practices.
• Assist with developing and maintaining processes to ensure the delivery of high-quality work, such as updating check sheets, instructions, or other documents, as directed by the manager.
• Have a solid working knowledge of, and comply with, the Standard Operating Procedures of ProPharma.
• Work professionally at all times with clients, customers, team members, and management.
• Comply with the Company’s Health and Safety Policies.
• Ensure adherence to the Confidentiality Statement within the Contract of Employment regarding data and property of ProPharma, its clients, and employees.
• Manage confidential information or personal data in accordance with Data Privacy regulations as described in ProPharma SOPs.
• Support the training of new team members as required by management.

Qualified candidates must have :

• Secondary School Diploma (Mittlere Schulabschluss) required.
• Fluency in both German and English, written and verbal.
• Thorough knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
• Exceptional customer service skills.
• Ability to identify and resolve problems in a timely manner.
• Ability to gather and analyze information while maintaining confidentiality.
• Effective written and oral communication skills; ability to convey information and instructions accurately.
• Ability to prioritize and plan work activities efficiently.
• Accuracy and thoroughness in work, with self-monitoring for quality.
• Adaptability to changes, managing competing demands, and dealing with unexpected events.
• Observe safety and security procedures and use equipment properly.
• Able to work independently.
• Good interpersonal and team-working skills.
• Demonstrates professional, role model behavior.
• Acts as an ambassador for the company.

LI-EB2

We celebrate our differences and strive to create a workplace where each person can be their authentic self. We are committed to diversity, equity, and inclusion. Employees are encouraged to unleash their innovative, collaborative, and entrepreneurial spirits. As an Equal Opportunity Employer, we provide a safe space where all employees feel empowered to succeed.

• ProPharma Group does not accept unsolicited resumes from recruiters / third parties. Please, no phone calls or emails to anyone regarding this posting.