Team Assistant & Office Manager in Deutschland bei Autolus

Job Summary

Role Summary

To provide efficient support to the Regulatory Leadership Team and to provide office management, on and offsite in Weil, GermanyKey Responsibilities

Team Assistant

• Complex and fast changing calendar management
• Coordinate offsite meetings, event and conferences
• Attend and manage onsite / offsite meetings and events in person when required
• Set up and manage regular key team meetings
• Onboarding new team members
• Managing distribution lists
• Maintain and update databases
• Updating and managing documentation to support regular meetings
• Travel management for direct supervisor and team members
• Collate, check, reconcile expenses for the designated Executives whilst maintaining a record of expenses each to assist with budget and planning, using Microsoft D365
• Organization of other ad-hoc meetings/interviews, as requested.
• Working closely with the other members of the Corporate Support team to organize and support events (i.e., conferences).
• To provide other Executive Assistants with support during A/L or absences.
• Organise Town Hall meetings/Steering Committees/ Leadership Meetings.
• Manage, create, and receipt Purchase Orders.
• Minute Taking (ad-hoc).
• To introduce and improve processes and systems within the organisations the role supports.
• Any other duties as required following consultation with the post holder.
• The post-holder will be responsible for adhering to all health and safety guidance, provided by the Company.
• Office Manager

• Manage the initial set up and running of the office
• Onsite / regular attendance to the office
• Responsible for opening and actioning / redirecting mail
• Creating and managing systems and processes for the office
• Act as point person for the company for this office
• Liaison with Autolus IT team for upkeep and maintenance of onsite equipment
• Liaison with Autolus IT for distribution of new equipment/return of old equipment for Swiss employees
• Replenishment of consumable supplies for office – e.g. toner cartridges, note pads, pens, coffee etc.
• Managing relationships with any onsite staff
• Communicating any events or changes onsite
• Overseeing any required contract for office space
• Registering any visitors to site
• Mange security and access to the office as required
• To introduce and improve processes and systems