Project Specialist Global Market Access Immuno and Neuro

• Location: Barcelona

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As Project specialist – Global Immunology and Neurology within our Business Operations Market Access Operations team, the primary responsibility of this role is to manage and monitor the day-to-day operation of office administrative tasks for the Global Market Access & Pricing Leadership Immunology and Neurology teams based in Europe, and ensure smooth workflow and efficiency related to administration in alignment with Global and Local needs, strategies, and directions.

Main responsibilities

Operations

• Manage and monitor the day-to-day operation of office administrative tasks for the Global Immunology and Neurology Market Access & Pricing (GMAP) leaders, ensuring smooth workflow and efficiency related to administration.
• Schedule and maintain regular meetings for the Immunology and Neurology GMAP teams based out of Europe, taking care of the calendars of the teams and corresponding with other assistants.
• Manage the booking and facilitation of all types of meetings including booking of meeting venues and ordering catering for large meetings.
• Organize international and domestic travel arrangements and administration as required, including expense reimbursements in Concur.
• Manage suppliers in ordering resources and services including overseeing the delivery.
• Consistently demonstrate the core values, contributing to the business in a helpful, polite and professional manner undertaking any task however big or small.
• Assist with the preparation of presentations and reports as requested.
• Support engaging content creation with excellent content development and engaging visual imagery for posts on LinkedIn, Viva Engage, and so on.
• Manage event coordination and ensure seamless coordination with stakeholders.
• Manage e-mail distribution lists and business system access administration (req submission, follow up) as per functional inquiries.
• Manage and monitor organizational changes within the business unit and update organizational charts on regular basis
• Work closely with other Administration/Support staff and teams to ensure delivery of the goals.

Project Management

• Effective calendar management to maximize efficiency, minimize conflicts between events, and ensure timely delivery of projects.
• Systematically organize and assign tasks, schedule meetings, oversee project planning, team coordination, and risk management.
• Regularly track and monitor project status, organize timelines, plan project milestones, set reminders, measure project’s Progress, share status and success, update various dashboards.
• Prepare meetings, develop presentations, manage multiple deadlines, and maintain oversight of critical details.
• Be a strong point of contact on Zoom/telephone to ensure all queries and issues are dealt with or are escalated as appropriate.
• Participate in welcoming guests to ensure that a professional customer-focused service is always provided to both internal and external customers.
• Implement appropriate filing and other office procedures, including optimal use of sharepoints, to facilitate a highly organized and smoothly functioning division.
• Carry out any other general administration and assistant duties as required on behalf of the Global Immunology and Neurology Market Access teams based in Europe.

About you

Experience

• Proven ability to work effectively in a team-oriented environment.
• Demonstrated organizational skills and ability to prioritize.
• Previous experience in a team support / administration capacity within a fast-paced business.
• Proficient at providing calendar support.
• Eloquent at communication through social media networks such as Yammer and LinkedIn
• Proven ability to meet deadlines and make best use of limited resources.
• Strong team player who is self-motivated and able to multi-task under pressure.

Technical skills

• Proficient level in using broad range of Microsoft O365.
• Calendar management skills.
• Expert in PowerPoint presentations.
• Data visualization.
• Project management tools.
• Content creation.
• Communication tools and techniques.

Education: College graduate (advantage: manager assistant, secretary qualification)

Languages: Business fluent in English, both written and spoken.

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