Temporary role (maternity cover: June-end of December, 2023)
Pharvaris – a clinical-stage company focused on bringing an oral bradykinin B2 receptor antagonist to treat and prevent HAE attacks – is seeking a highly motivated Office Manager/ Senior Executive Assistant to support ongoing (office) activities, as our Office Manager Europe is going to be on maternity leave from June through December, 2023.
This role is based in Leiden, the heart of biotech in The Netherlands and reports to the Head of Talent and HR Operations. This position is within a highly collaborative and international department that strives to achieve high operational excellence. Pharvaris offers its staff a great working environment, dedicated and driven co-workers, short lines of communication and an attractive compensation and benefits package. Pharvaris supports a hybrid work environment, though the nature of this position requires an individual to be on-site (Leiden) for several days per week.
Purpose of the role
Responsible for Office Management and general administrative support tasks with a focus on our subsidiaries in Leiden (NL) and Zug (CH). Administratively assisting managers and departments, spread over different countries and geographies (Switzerland, the Netherlands, U.S. East Coast). Managing multiple tasks and projects at the same time and supporting multiple senior leaders and projects.
Tasks may include:
1. Facility Management
- Lease agreements – Point of Contact (POC) for landlords and Finance
- Ad hoc reporting of updates on space occupancy and availability, and provision of recommendations on future needs and options
- POC for employee requests (space availability – desks & meeting rooms)
- Dispatching of incoming mail (invoices, subscriptions, …)
- Coordination of courier services for our subsidiaries in Leiden (NL) and Zug (CH)
- Answer incoming calls and route appropriately (for all subsidiaries, CH, NL, US)
- Management of office budget and supplies
2. Operations
- Business Travel: ownership of corporate travel management systems (BCD and AirPlus platforms)
– Relationship and policy management, including partner & vendor negotiation for (cost) efficient business travel
– Internal POC regarding ad hoc questions from employees and consultants
– Ad hoc reporting of updates for Executive Committee (EC) (future) - Onboarding: management and maintenance of CV and Job Description (JD) tracker
- Quality Assurance: support maintenance of SOP training matrix and tracker, activate SOP training (as per matrix) to onboard new employees via DocuSign (DS) envelopes
- Finance: support vendor management process – completing vendor form via DS envelopes
3. Practical Onboarding (consultants/employees)
- Ownership of onboarding forms (update as required)
- Organization of setup of IT material by liaisons with IT partner (OH22)
- Organization of corporate phone set up
- Trigger signature compliance documents (Code of Conduct), signature electronic DS form, BCD platform activation
- Ordering of business cards
- Ordering of welcome flowers
- Coordination of welcome announcement and questionnaire (supporting Internal Comms)
- Organization of badges and entrance passes
- Completion of onboarding tracker
4. Support on team meeting and offsites
- Logistical organization and planning
- Contract follow up and administration
- Liaisons with vendors if/where needed
- Driving the organization of EC offsites, including hotel and F&B arrangements for full EC
5. Executive Support to EC leaders
Where needed :
- Travel arrangements
- Calendar management
- Expense report preparation
- Support on Contract administration and invoice follow up
Profile:
- Bachelor’s degree
- Excellent organizational skills
- Service oriented, pro-active attitude, active team player and can-do mentality
- Analytical skills with high level of attention to detail in planning, organization, and execution of tasks
- Ability to deal professionally with confidential and sensitive information
- Excellent communications skills adapted to an international and culturally diverse workforce
- In depth knowledge and experience with Microsoft Office applications (including thorough knowledge of Excel)
- Fluency in business English (absolute must as English is company language)
- High work standards, self-starter.
- Open-minded and creative problem solver who is punctual, takes ownership, and can manage competing priorities and challenges and remains calm when under pressure.