Office Manager

Medison is a global pharma company providing access to highly innovative therapies to patients in international markets. Medison commercializes highly innovative therapies across international markets, helping to save and improve the lives of patients suffering from the most challenging diseases.

Medison has a deep expertise in local regulatory and market access know-how with uncompromising compliance excellence. It offers an affiliate-like partnership and tailored-solutions for country-specific and regional commercialization, enabling emerging biotech companies to navigate local complexities and to expand their reach to patients in international markets.

Medison is rapidly growing in the international markets backed by 28 years of established operations in Israel, global infrastructure, and partnership network. Medison is headquartered in Israel, with its international markets HQ in Switzerland and commercial hubs across European Partner Markets, Americas, APAC.

Reporting to the CoS (Chief of Staff), the Office Manager will be responsible for managing regional events, designated projects, and taking care of administrative tasks.

• Undertaking and managing designated end-to-end projects on a regular basis, such as event planning, organizing both internal and external meetings and conferences for the EPM (European Partner Markets) regional Medison team (incl. venue selection, catering and guests’ management).
• Providing administrative support to EPM VP (calendar management, travels & accommodation arrangements) and on occasion HQ LT (Leadership Team).
• Assisting with HR tasks such as onboarding, employee relations and benefits administration.
• Managing PO creation and new vendor forms for all activities that is in the area of responsibility.
• Relationship management with 3rd parties, vendors and procurement as needed (e.g. car lease company, IT support, health care service provider, accounting, etc.) to obtain competitive pricing and ensure timely delivery of supplies and services.
• Responding to phone calls, emails, and other forms of communication, ensuring timely and accurate information dissemination.
• Responsible for local archiving of the respective documents needed in organizing the events and activities which were supported.
• Any other ad hoc projects as required and instructed by CoS.
• Managing office-related activities and budget to ensure the smooth running of the business, including, but not limited to:

1. Maintaining and purchasing of office supplies, equipment, and related vendors, ensuring adequate stock and efficient purchasing
2. Performing procedures and maintaining office administrative systems and databases updates as needed
3. Ordering stationery and IT equipment
4. Ensuring office-related maintenance are performed (equipment, office-supply stocks tracking)
5. Ensuring health and safety policies are up to date and rolled out adequately to employees

Required Education and Experience:  

• Bachelor’s degree or similar education
• A minimum of 10 years’ experience in a similar position
• Excellent written and verbal communication skills
• Competent with Microsoft Office 
• Preferably competent with Veeva/ Salesforce
• Good knowledge of pharma working processes and approval systems - advantage
• Experience with pharma audit requirements - advantage
• Experience in organizing pharma events - advantage
• Fluent English knowledge

Required Qualifications: 

• Displays initiative and attention to details and can work independently with minimal supervision.
• Dedicated to the quality and accuracy of projects from inception to completion.
• Strong organizational and time management skills to effectively manage multiple tasks and meet deadlines. 
• Ability to identify and resolve issues, ensuring smooth office operations. 
• Proficiency in office software and equipment, including Microsoft Office, email, and other relevant applications.
• Excellent organizational skills.
• Flexible and willing to take on ad-hoc tasks and adapt to changing priorities and demands.
• Excellent interpersonal skills and positive attitude. Should maintain positive and professional attitude, even in challenging situations.