Specialist Office & Administrative Support

Moonlake; Porto; Hybrid; EUR 24,000 - 36,000; Full time

Job summary

MoonLake Immunotherapeutics seeks a Specialist Office & Administrative Support to ensure the smooth operation of our Porto offices. You will handle office services, travel logistics, meetings, and governance support, maintaining discretion with sensitive information.

You will work closely with the Manager EA, Office & Logistics to cover MC activities, oversee supplies and facilities, and coordinate internal workflows using BizAway, HelpDesk Portal, and SharePoint.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• 2+ years of demonstrable experience as an office assistant or in a similar administrative role.
• English proficiency and strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Discretion, confidentiality and proactive, self-motivated attitude.

Responsibilities

• Support day-to-day office operations including supplies, stock management and facilities.
• Coordinate travel and logistics for employees and executives.
• Assist with meetings and events, including room setup and catering.
• Support governance activities and MC coordination with the Manager EA, Office & Logistics.
• Maintain and use BizAway, HelpDesk Portal and SharePoint workflows.

Skills

English proficiency

Organizational skills

Time management

Written and verbal communication

Event coordination

Multitasking

Attention to detail

Teamwork

Discretion and confidentiality

Proactive and self-motivated

Adaptability

Independence

Education

Bachelor’s degree in Business Administration, Communications, or related field

Tools

BizAway

HelpDesk Portal

SharePoint

Job description

Specialist Office & Administrative Support

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 andrelatedarrangements.Liaisewithexternalvendorsandsuppliers,ensuringservicesare 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.
• Creativityinfindingsolutionsaspartofateam.
• 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 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.

About us

MoonLake Immunotherapeuticsis a clinical-stage biopharmaceutical company unlocking the potential of sonelokimab, a novel investigational Nanobody® for the treatment of the inflammatory disease, to revolutionize outcomes for patients.

We continue to make significant progress in our Global Clinical Development Programs. The company’s focus is on inflammatory diseases with a major unmet need, including hidradenitis suppurativa and psoriatic arthritis – conditions affecting millions of people worldwide with a large need for improved treatment options. MoonLake was founded in 2021 and is headquarted in Zug, with hubs in Cambridge & Porto.

MoonLake Immunotherapeutics is a clinical-stage biopharmaceutical company unlocking the potential of sonelokimab, a novel investigational Nanobody® for the treatment of the inflammatory disease, to revolutionize outcomes for patients.We continue to make significant progress in our Global Clinical De...