Office Manager UK

Job description

Do you have a reputation for being a pioneer, embracing and creating change, raising the bar and making things happen? Or perhaps you just dare to think big? In that case we want to hear from you!

Introducing Galapagos, a dynamic fast growing Biotech company headquartered in Belgium and with a growing commercial presence across the top 5 EU.

We’re in the business of changing lives. In our quest to discover and develop life-improving medicines we go where no one has ever gone before. In every challenge we face, we see new opportunities. We want to challenge the impossible. We need thought leaders and rapid thinkers, entrepreneurs in spirit and status quo-fighters. Collaborative innovators and perseverant idealists. We need the best-in-class. In other words, we need you: The ‘make-it-happeners’.

The time has come to bring our first product to patients in the UK and in order to do this, we are delighted to announce the set-up of our UK affiliate. We always aim high; our goal is to have the best launch in our therapy area in the last 5 years across Europe. We have the financial security to make this happen and now we need you to help us realise our ambition. This is an exciting and unique opportunity for the successful candidate to make a huge impact in shaping the organisation from the outset and making a difference.

We are therefore looking for an Office Manager to join the UK business, situated in Uxbridge.


Scope of the role:

You provide day-to-day administrative support to our Country Lead in the UK and other leadership members of the commercial team in order to ensure our presence and engagement activities are in line with our launch plans. You will also have office manager responsibilities to ensure the day to day running of our UK affiliate office.

Your role

  • Act as the company’s face and interact directly with office visitors, clients and vendors
  • Prepare, coordinate and drive country leadership meeting logistics (invites, rooms, agendas, minutes, catering, calendar, etc.) interaction with senior leaders in EU (HQs and countries) or with partner companies.
  • Ensure that all appointments/meetings are timely and accurately scheduled, maintain Outlook calendars accurately, manage decision making on scheduling of appointments, manage and coordinate meetings utilising meeting planning skills (including confirming attendees in advance).
  • Book travel, schedule and meeting coordination for Country Lead and selected other members of the team.
  • Anticipate and resolve administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations, all taken care of with ease, autonomy, and proper follow through with the Country Lead and stakeholders
  • Perform complex administrative duties, involving contact with and exposure to highly confidential materials and information
  • Prepare routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations and interactions with company employees at all organisational levels to gather information.
  • Prepare and submit monthly expense reports, manage invoice and PO processes, including consultancy fees, vendors, etc. for Country Lead and selected senior members of the commercial and medical teams in a timely manner.
  • Coordinate and lead administrative activities with other assistants in the UK affiliate
  • Ensure internal meetings are scheduled, required changes managed and meeting room facilities with/without catering arranged accordingly.
  • Follow up project meetings (minutes, action plans, and reminders) and project management administration.
  • Manage budget lines, purchase orders and MSAs / CDAs as required
  • Report and provide event summary reports which can include an appraisal of logistics, quality standards and overall customer satisfaction to improve performance.

Job requirements

Who are you?

  • A minimum of 7 years of office administration experience with prior experience supporting executives required; previous experience working within a fast paced and changing environment is strongly preferred;
  • You have excellent MS Office skills (Outlook, Power Point and Excel), computer literate, including business letter writing, administrative systems/processes;
  • You are proficient in English (other European languages considered a plus);
  • You have excellent planning and organisational skills and strong attention to detail;
  • You are able to work in a fast paced environment with demonstrated ability to handle multiple competing tasks and demands;
  • You are able to interact and communicate professionally with individuals at all levels of the organisation;
  • You can assess a problem quickly and determine to what level it should be elevated, directing staff to correct person(s);
  • You can identify and effectively communicate obstacles and propose solutions;
  • You have strong demonstrable experience of organising medium to large scale meetings, conferences and exhibitions.

What’s in it for you?

You will be part of a fast growing and amazing company. As ‘make-it-happener’ you will get all the support you need to make your job successful.

At Galapagos, we recruit the best people, those who stand out amongst their peers, with integrity and excellent interpersonal and organisational skills. Our teams are the strength behind Galapagos, highly motivated, eager to maintain Galapagos’ leading position and achieve breakthroughs in biopharmaceutical research. Galapagos offers a competitive remuneration package and a dynamic work environment.

In this role you will have the opportunity to work with the team from its creation as we build our UK presence.

We are Galapagos: together we can make it happen…!