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We have a large number of permanent, contract and fixed term jobs across the UK and Europe within a wide range of fields of work

Administrative Assistant – Stockholm – 3 Month contract

Nicholas Howard Limited are delighted to be recruiting for a new and exciting role as an Administrative Assistant to work with a Global pharmaceutical company based in Stockholm.

 

The role:

Provides administrative support for the Medical Director and the rest of the Nordic/Baltic Medical team.  Based in the Stockholm office, Sweden. Responsibilities include travel arrangements, meeting support, invoice processing,

 

Job duties:

  • Handling of CMH calendar
  • Assisting with On/Off Boarding for new staff as well as preparing introschedules.
  • Manages the schedules of those supported; schedules meetings and makes travel arrangements for visitors, partners and vendors as necessary
  • Accountable for MA meeting planning/agenda and organization; schedules attendees, books conference rooms, arranges catering, prepares presentations, meeting materials, handouts, etc
  • Helping with administration around scheduled Ad Boards, from approval process to payments of honorarium in Coupa.
  • Track existing and new contracts for MA Nordics as well as coordinate and have oversight over Nordics different BUs contracts with regards to filing, expiry date, need for update.
  • Manages purchase orders and processes accounts payable invoices for MA
  • MA PO Tracker
  • MA Tracker for JD/CV Updates on MA SharePoint
  • Prepares correspondence, spreadsheet reports and presentations as directed
  • Attends R&D Council and NBMA team meetings takes and distributes meeting minutes
  • Securimate and ENLI support as directed
  • Assumes responsibility for copying and developing and maintaining filing systems
  • Provides back-up for other MA Administrative Assistants and Executive Assistants as required
  • Maintains up-to-date contact lists for MA team members in case of emergency for CMH
  • Preparing holiday- and coverage list for the R&D Team during holidays, to ensure R&D always have a back-up with responsible person.
  • MARV access to support MA Team with jobs to be approved.
  • Lead for new network MA Coordinators for support and help
  • Contact for MI to keep local/ProPharma WI up to date
  • Responsible for MedAffairsNordics Mailbox and forwarding received cases, as well as archiving within MedAffairsNordics Mailbox when case is handled/forwarded.
  • Responsible for MedAffNordicsLC Mailbox for HCP travel and handling in Concur.
  • Back up for NorBalt Grants Mailbox
  • Audit preparation
  • SharePoint owner for Medical, CMH, CML, Grant Committee and RnD Council

 

Education / Experience

  • Educational requirements – Swedish equivalent of (‘A’) level preferred
  • Fluent in speaking and writing Swedish and English language.
  • Generally, has at least 5 years of related experience in a similar position
  • Experience of supporting senior level management

 

Key skills

  • Extensive working knowledge of MS Word, MS Outlook (or equivalent).
  • Advanced knowledge of MS Excel & PowerPoint (or equivalent).
  • Experience with purchase orders and accounts management systems/software
  • Experience with expense reporting systems/software.
  • Requires strong attention to detail in composing materials, establishing priorities, scheduling meeting and arrange travel itineraries.
  • Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
  • Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy.
  • Must be able to handle confidential information and issues effectively and without breech of confidentiality