PTC Therapeutics is a global commercial biopharmaceutical company. For over 25 years our team has been deeply committed to a unified purpose: Extending life’s moments for children and adults living with a rare disease.
At PTC, we cultivate an inclusive culture where everyone feels valued, respected, and empowered. We welcome candidates from all backgrounds to join our team, fostering a strong sense of belonging.
Visit our website to learn more about our company and culture!
Site: www.ptcbio.com
Job Description Summary:
This is a 12 month contract payrolled through a third party agency
The Office Assistant is responsible for providing administrative support to ensure efficient operation of the local PTC Madrid office. The Office Assistant will support colleagues through a variety of administrative and project related tasks. In addition to the regular administrative role, the Office Assistant functions works collaboratively with local Accounting, Information Technology (IT), Human Resources (HR) partners, as well as their global counterparts, by providing administrative support as needed.
The Office Assistant works cross-functionally with internal departments and external resources on administrative issues.
The Office Assistant supports adherence to relevant regulatory requirements and company Standard Operating Procedures (SOPs) as appropriate.
Job Description:
Responsibilities include:
- Provides high-level administrative support level site may provide administrative support to global cross functional teams, as needed.
- Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed, and requested, by department members and/or department head.
- Manages calendar(s) and coordinates scheduling.
- Schedules, plans, coordinates meetings and teleconferences involving internal team members and external guests. This includes, but is not limited to: conference room reservations and preparation, organization/distribution of meeting materials, arrangement of catering, etc.
- Arranges local/ global travel (transportation, lodging, passport/visas, etc.).
- Processes expense reports (acquires knowledge of currency exchange rates), invoicing, payment, petty cash management in collaboration with assigned local accounting firm.
- Creates presentations for executive level, internal and external audiences using the basic and advanced functionality of Power Point.
- Routine filing, faxing, shipping, phone duties
- Maintains office services by organizing office operations and procedures; maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement liaises with property management on building maintenance issues.
- Receives and immediately forwards all phone calls, fax messages and information concerning Complaints, Quality Issues and/or Adverse Events to the Qualified Person or his/her Deputy.
- Liaises with local/global IT support for staff.
- Attends select meetings including, but not limited to: taking notes, recording, communicating and following up on meeting minutes and action items.
- May be responsible for updating and maintaining customer data in PTC's Customer Relationship Management (CRM) system.
- Performs other tasks and assignments as needed and specified by management.
Requirements for the role include:
- Typically requires a minimum of 2 years of related experience providing high-level administrative support in a pharmaceutical, biotechnology or related environment.
- Bachelor's degree is preferred.
- Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global travel itineraries and special projects.
- Demonstrated proficiency using the advanced functionality of Microsoft Office (Power Point, Excel and Word).
- Excellent verbal and written communication and skills. (Spanish and English)
- Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
- Analytical thinker with excellent problem solving skills and the ability to adapt to changing priorities and deadlines.
- Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
- Ability to handle confidential information with discretion
Experience that would be an advantage:
- Experience supporting regulatory matters such as management of transparency reports
- Management of HCP contracts
- Order management and customer service
- Experience using SAP would be highly valuable
EEO Statement:
PTC Therapeutics is an equal opportunity employer. We welcome applications from all individuals, regardless of race, color, national origin, gender, age, physical characteristics, social origin, disability, religion, family status, pregnancy, sexual orientation, gender identity, gender expression, disability, veteran status or any unlawful criterion under applicable law. We are committed to treating all applicants fairly and avoiding discrimination.
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