Senior Office & Management Assistant
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Belpharma SA is an independent and privately owned (bio)-pharmaceutical company based in Luxembourg. Our responsibility is to ensure continuity of access for patients and healthcare professionals to our portfolio of unique and targeted therapeutic solutions.

Our operational focus is on the development of an international network of strategic alliances with reputable agents and on the operational management of commercial contracts in place.

In order to support its activities, we are looking for our new : Senior Office & Management Assistant In this role, you will be a central player in main company activities & operations flow supporting our office smooth functioning and in assisting the management of the company on daily base.

You will report directly to Belpharma Managing Director .

This is an opportunity for you to join a growing dynamic & multicultural team where we put a strong emphasis on human connection, transparency & teamwork ! Description of the function You will warrant that the company operations can take place is a smooth, structured & documented way.

You are the holder of operation flows in the HR payroll, Administrative & accounting (Banks & payment) as well as procurement & contractual area.

You participate in team meeting to have a good understanding of everyone realities and you can contextualize your action accordingly.

GDPR & Standard Operating Procedure writing is also part of your scope.

Administrative activities : Management of daily e-mail and other correspondence as well as phone calls Liaising with suppliers (mostly office related) Ordering stationery & other office related procurement Management of invoices and expense reports (VISA included) Preparation of weekly bank payments Interface with our external accountancy company for monthly closing, VAT & invoicing aspects Managing customer / supplier contract databases and contract archiving Supporting analytical database & budgeting (maintenance of invoice & expense file with proper analytical imputation and approval process) Other clerical activities required by the company (archiving, car checkups, appointments, ) Implementing and maintaining office procedures (SOP) Assisting the HR department Primary HR point in the company Liaising with social office partner regarding staff matters (contracts, absences) Payroll preparation with social partner & validation Organizing the on-

  • boarding process for new employees / off-boarding Keeping personnel records up to date & HR contract management GDPR Act as DPO & coordinator on GDPR within the company Support to Alliance department activities : Organization of business trips (flight quotations, hotels) Support to department managers regarding organization and budgeting of medical conferences and trade fairs Support in marketing stock management Qualifications & Key skills A degree in the administrative field or similar Experience in a similar role of at least 5 years is required Previous experience in HR & accounting area is required Good knowledge of software packages including Microsoft Office Suite (especially Excel & ppt) High degree of autonomy & anticipation, ability to set up priorities and follow on deadlines Very well organized, accurate to your daily work, discrete and reliable Service oriented, open & flexible regarding intercultural differences, positive attitude Fluent in English & French (written and oral);
  • We offer A full time Job contract Indefinite duration A unique opportunity to work in a lean, fast deciding company, startup mode , where you will be in the driving position to support our business development A competitive remuneration (including health insurance & Pension plan) according to your competences and your commitment A dynamic and modern working environment A great working environment in Luxembourg center with parking accessibility Working place Belpharma SA 2, rue Albert 1er L-

    1117, Luxembourg, GD of Luxembourg To apply please send your CV and motivation letter to us via

    to meeting you soon!

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