Specialist Office & Administrative Support

MoonLake Immunotherapeutics; Pedrouços; Híbrido; EUR 18 000 - 24 000; Tempo integral

Resumo da oferta

MoonLake Immunotherapeutics is seeking an Office Assistant to provide comprehensive admin and logistics support for office services, travel and day-to-day operations in a hybrid Porto setting. You will help ensure smooth governance activities and discreet handling of sensitive information, maintain supplies and arrange meetings, while coordinating vendors, arrivals and events.

A Bachelor’s degree and at least two years’ relevant experience are preferred; strong English, MS Office proficiency and

Qualificações

• 2+ years of demonstrable experience as an office assistant or in a similar administrative role.
• Bachelor’s degree in a related field preferred.

Responsabilidades

• Office Services & Operational Support: Manage office supplies, stock, facilities and audits.
• Logistics, Travel & Vendor Coordination: Arrange flights, hotels, transport and liaise with vendors.
• Meetings, Events & On-site Coordination: Set up rooms, catering and equipment for meetings and events.
• Operational Processes & Tools: Support use of BizAway, HelpDesk Portal and SharePoint; track requests.
• Governance Support: Assist Manager EA, Office & Logistics with MC activities and coverage.

Conhecimentos

English proficiency

Organizational skills

Time management

Communication

Multitasking

Microsoft Office

Discretion

Proactivity

Adaptability

Formação académica

Bachelor’s degree in Business Administration/Communications

Ferramentas

BizAway

HelpDesk Portal

SharePoint

Descrição da oferta de emprego

Job Purpose

Provide administrative and logistics support across office services, travel and day-to-day operations,ensuringsmoothandreliablesupporttoexecutiveandgovernanceactivities.Uphold strong organisational skills, a proactive mindset and a high level of discretion when handling sensitive information.
Support the effective running of MoonLake’s offices, including supplies, stock management and office arrangements, and coordinate travel and logistics for employees and executives as required. Work closely with the Manager EA, Office & Logistics to support Management Committee (MC) activities, ensuring continuity, coverage and seamless execution.

Major Accountabilities

• Office Services & Operational Support: Support the day-to-day running of MoonLake’s offices, including office supplies, stock management, facilities coordination and maintenance. Ensure offices are well organised, functional and compliant, and support internal office audits and checks as required.
• Logistics, Travel & Vendor Coordination: Coordinate end-to-end travel and logistics for employees, executives and guests, including flights, accommodation, ground transport and relatedarrangements. Liaise with external vendors and suppliers, ensuring services are delivered accurately and in line with internal processes and budgets.
• Meetings, Events & On-site Coordination: Support the organisation and coordination of internal and external meetings and events, including room and venue set-up, catering, equipment and supplier interaction. Ensure meetings and events run smoothly and all logistical requirements are met.
• Operational Processes & Tools: Support the implementation and day-to-day use of operational workflows and tools, including BizAway, the HelpDesk Portal and SharePoint. Ensure requests are tracked, information is maintained accurately and processes are followed consistently.
• Governance Support: Provide executive and administrative support as required, working closely with the Manager EA, Office & Logistics to support Management Committee (MC) activities. Ensure continuity and full coverage of executive and board support during the absence of the Manager EA, Office & Logistics.

Your profile

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience

• 2+ years of demonstrable experience as an office assistant or in a similar administrative role.

Skills/knowledge/behavioural competencies

• Englishproficiency.
• Excellentorganizationalandtimemanagementskills.
• Strongwrittenandverbalcommunicationskills.
• Creativityinfindingsolutionsaspart ofateam.
• Abilitytoorganizemulti-partyevents.
• ProficiencyinMicrosoftOfficeSuite(Word,Excel,PowerPoint,Outlook).
• Abilitytomultitaskandprioritizetasksinafast-pacedenvironment.
• Highlevelofprofessionalismandattentiontodetail.
• Abilitytoworkindependentlyandaspartofateam.
• Discretionandconfidentiality.
• Proactiveandself-motivated.
• Adaptable and resourceful.

Work Environment

• Hybrid working model with 2 days per week in the Porto office.

Why us?

An exciting job opportunity awaits you!
MoonLake is a dynamic and innovative company pushing the boundaries of possibility, and we are looking for passionate individuals to join our stellar team.
What we offer:
Learning Environment: An opportunity to learn and grow alongside experienced professionals in a supportive and innovative biotech environment.
Impactful Work: Contribute to ground-breaking projects that have the potential to transform global healthcare.
Flexibility and Balance:Hybrid working, enjoying a healthy work-life balance while making meaningful contributions to our team.
Career Growth: A clear path for career progression, with the chance to take on more responsibilities as you develop your skills.
Our Core Values
We do Stellar Science: We aspire to create novel therapies that elevate treatment horizons, with innovative science, and high quality, always.
We go beyond: We aspire to be positively disruptive in our field, bold in the way we challenge the norms and each other.
We unlock value: We aspire to create long-term value for investors and communities.