Administrative Assistant in Berlin bei ProPharma Group

ProPharma Group

For the past 20 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. As the world’s largest RCO (Research Consulting Organization), ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners’ most high-profile drug and device programs.

The Administrative Assistant will provide a professional and friendly reception service in German for all client customers phoning the switchboard line.

This role will be offered on a hybrid basis with 1-2 days per week required in the Berlin office.

Essential Functions Include:

Answer multi-line phone promptly, professionally and with a friendly voice. Route calls to the appropriate contact in line with agreed procedures.
Ensure all office communications via email are routed to the appropriate person(s) in a timely manner.
Client audit support.
Provide administrative support to the office as delegated by the Manager.
Provide overflow support as required for the medical information services taking detailed messages as delegated by the Manager. Quality Assurance
Maintaining a good level of quality in all aspects of the job.
Independently ensuring that tasks are completed within the deadlines documented in the Company SOPs and Working Practices.
As directed by the manager, assisting with the developing and maintaining of processes to ensure the delivery of high-quality work for example updating of check sheets / instructions / other documents. General
Having a solid working knowledge of, and to comply with, the Standard Operating Procedures of ProPharma.
Working in a professional manner at all times, with clients, customers, team members and management.
Complying with the Company’s Health and Safety Policies.
Ensuring the Confidentiality Statement within the Contract of Employment is always adhered to in respect of the data and property of ProPharma, its clients, and employees of the business.
Ensuring that any confidential information or personal data related to ProPharma and its clients is managed in accordance with Data Privacy regulations as described in ProPharma SOPs. Training
Supporting the training of new team members as required by management.

Qualified candidates must have:

Secondary School Diploma (Mittlere Schulabschluss) required.
Written and Verbal fluency in both German and English.
Thorough knowledge of Microsoft Word, Excel, PowerPoint and Outlook is required.
Exceptional customer service.
Ability to identify and resolve problems in a timely manner.
Ability to gather and analyze information skillfully while maintaining confidentiality.
Effective written and oral communication skills; ability to write, type, express or exchange ideas; ability to convey information/instructions accurately.
Ability to prioritize and plan work activities and use time efficiently.
Ability to demonstrate accuracy and thoroughness and monitor own work to ensure quality.
Adapt to changes in the work environment, manage competing demands and be able to deal with frequent change, delays or unexpected events.
Observe safety and security procedures and use equipment and materials properly.
Able to work unsupervised.
Good interpersonal and team-working skills.
Demonstrates professional, role model behavior in all aspects of the role.
An ambassador for the company.