Specialist Office & Administrative Support

MNLK IMMUNOTHERAPEUTICS UNIPESSOAL LDA; Porto; Hybrid; EUR 22,000 - 28,000; Full time

Benefits offered by this job

Hybrid working model

Job summary

MoonLake Immunotherapeutics is seeking an organized Office & Logistics Assistant to support daily office services, travel arrangements and governance activities with discretion and a proactive mindset. The role involves coordinating supplies, facilities, events, and using MS Office while maintaining accurate records.

This hybrid position requires 2 days per week in Porto, with strong emphasis on communication, multitasking and teamwork to ensure smooth operations across the organisation.

Qualifications

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

Responsibilities

• Support office services, stock management, facilities coordination and audits.
• Coordinate end-to-end travel and logistics for employees and executives.
• Assist in meetings, events, and on-site coordination with vendors.
• Support implementation of workflows and tools (BizAway, HelpDesk Portal, SharePoint).
• Provide governance-supported executive and administrative assistance.

Skills

English proficiency

Organisational skills

Time management

Written communication

Verbal communication

Problem solving

Event coordination

Multitasking

Professionalism

Discretion & confidentiality

Independence & Teamwork

Adaptability

Microsoft Office Suite

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office Suite

SharePoint

HelpDesk Portal

Job description

Job Purpose

Provide administrative and logistics support across office services, travel and day-to-day operations, ensuring smooth and reliable support to executive and governance activities. 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 related arrangements. 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:

• English proficiency.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Creativity in finding solutions as part of a team.
• Ability to organize multi-party events.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• High level of professionalism and attention to detail.
• Ability to work independently and as part of a team.
• Discretion and confidentiality.
• Proactive and self-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 look for potential MoonLakers that embody our three core values that drive our pursuit of excellence:

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, and 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.