Office Manager, Italy

Location: Rome, Italy
Department: Admin EU

Position Summary

The Office Manager, Italy role supports the activity for the Italian entity, the Country Manager, Italy and the Zogenix S.R.L team. With wide-ranging experience, the ideal candidate uses professional concepts and company objectives to resolve company issues in creative and effective ways. This role works in partnership with and facilitates interactions with the the European team and wider US based teams. The role is based in the Rome Office. The role involves some European travel and possible US travel as well.

Essential Duties and responsibilities

MEDICAL AFFAIRS, CONGRESSES, (COMMERCIAL) MEETINGS

  • Organisation of events; Congresses Medical Meetings and Advisory Boards
  • Manage the logistics for Italian Congresses and scientific Advisory Boards
  • Main point of contact with Congress organizers where we have a symposium
  • Manage contracts, travel, payments and expenses for participants ensuring compliance with local and EFPIA and other local Codes of Practice
  • Site visit to venue as required
  • Organize registration, book hotels and organise travel for participants
  • Provide on-site support when required
  • Take the lead in organising internal meetings (for example sales force meetings, all staff meetings) from planning to execution
  • Be the point of contact in liaising with agencies for the preparation of materials (commercial and medical)

FACILITIES MANAGEMENT

  • Manage office requirements and liaise with Regus management on rental agreements
  • Vendor management with suppliers
  • Coordinate with HR for Fleet Contracts and Policy generation

OFFICE SUPPORT

  • Main point of contact and support to internal S.R.L team and external clients
  • Coordinate with IT on Company mobile phone
  • Organize and schedule appointments and meetings
  • Book travel and meetings for Zogenix S.R.L team
  • Provide Human Resources support as required, including arranging interviews, travel and onboarding
  • Submit New Vendor requests and raise purchase orders in Coupa (Finance system)
  • Point of contact Concur (expenses system) for the Italian team

LEGAL CONTRACTS

  • Manage contract process for Zogenix S.R.L and suppliers
  • Submit Agreement Requests on Contract Management System (CMS) with full details of contract requested.
  • Manage the workflow of created contracts withing the CMS to ensure timely execution.
  • Other duties as assigned

QUALIFICATIONS AND SKILLS

  • Essential: Education to A level standard
  • Desirable: Bachelor's degree
  • 5+ years’ experience working within Administration & Facilities
  • Knowledge of project management techniques
  • Fluency in English is required
  • 3+ years’ in a pharma/biotech/life-science environment is desirable
  • Experience in an international environment is desirable
  • Keeping current with all required legal and compliance training courses
  • Personally, abiding by, and championing adherence to, each of Company Core Values and always achieving such performance with integrity and compliance;
  • Able to collaborate cross-functionally and acts with respect and in a professional manner in all business relationships (with colleagues within Company and with external stakeholders)
  • Have high stress tolerance, be self-regulating, able to learn and problem solve well, and have strong organizational skills
  • Able to exercise judgment in selecting methods, techniques, and evaluation criteria for obtaining results
  • Loves to work in a highly dynamic start-up environment, is a self-starter with a hands-on working mentality
  • Capable to actively contribute to the Italy entity as a “Learning organisation” by identifying self- initiated areas to improve

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