The Position:

LOCATION: Munich

The Team Assistant provides comprehensive administrative, operational, and coordination support across the Research and Development and Pharmacovigilance Quality Assurance (R&D and PV QA) organization in Europe and may also be tasked to support the VP, Head of R&D and PVQA as required. This role serves as a key business support partner to regional R&D and PV QA leaders and their teams, ensuring the efficient operation of business activities, meetings, events, communications, and site interactions.Working across the R&D and PV QA teams in Europe, the Team Assistant acts as a central point of coordination for internal stakeholders, external partners and visitors from the global organization. The role requires strong organizational skills, discretion, flexibility, and the ability to manage multiple priorities within a dynamic and highly regulated environment.

Roles and Responsibilities:

• Provide general administrative organizational support to the R&D and PV QA organisation in Europe.
• Travel management and arrangement for senior members of the department.
• Support at planning, coordination, and implementation of quarterly departmental meetings, face to face meetings, hybrid meetings and ad hoc meetings.
• Manage the administrative part of the On and Offboarding of new internal and external colleagues and contractors within the department.
• Single point of contact for Purchase order processing, Invoice Management, Accrual Management, and support at Budget Planning for invoices.
• Close and interdivisional collaboration with colleagues from different departments as interface function to streamline tasks and processes within our field of work (working instructions, SharePoint page, etc.)
• Perform duties as required on ad hoc projects, e.g., trainings, support creating and updating the intranet and Share Point page of the department.
• Support the Leadership in internal and external communication and tasks.
• General administrative tasks and organizational support - taking meeting minutes, support during inspections and audits, organization, and fulfilment of operational tasks, addressing and initiating when administrative processes are lacking, support in IT-questions and raise IT tickets, Matrix booking, (paper)mail distribution, booking of meeting rooms, ensure that responses are provided with diligent follow-up on requests, apply for visa, credit card, SOS emergency, car accident).
• Document management within the department: ensure regular and consistent updates of the files for the annual review.
• Support filing of relevant documentation in repositories in applicable RD QA folders/repositories within the Global RD/PV QA Web portal.
• Project coordination and support.
• Absence and time administration.
• Ability to work independently with minimal supervision.
• This role will require onsite attendance at the Munich office for minimum 3 days per week.

Personal Skills and Professional Experience:

• Vocational Training Business Management such as certified business expert (kaufmaennische(r) Fachwirt/in / Industriekaufmann/frau), or equivalent.
• At least 5 years of professional work experience in office management, supporting senior leaders and associated teams. 
• Experienced with cross functional collaboration and working with international teams in a matrix environment.
• Strong interpersonal skills and ability to demonstrate cultural adaptability.
• A quick learner with ability to understand complex matters with a continuous focus on improvement.
• Ability to work in a fast-paced environment, multitask, manage complex work and schedules, and be adaptable and flexible to meet changing deadlines based on business needs.
• Excellent oral and written English communication.
• Technologically adept, with strong skills in systems and tools including Microsoft Office products (Word, Outlook, Excel, Power Point).