Business Support & Office Manager Spain

Business Support & Office Manager Spain

Reporting to: Country Manager Spain

Work Location: Hybrid, meeting in person as often as needed to fulfill duties

Scope: Spain & Portugal

Job Overview

The Business Support & Office Manager ensures action plan execution and organizational alignment. Acts as a contact hub while supports the execution of events and KOL sponsorship. Ensures compliance by supporting our commercial and medical strategies. This role bridges the gap between local needs and Avanzanite’s European Strategy.

Key Responsibilities

Congress & Events Support

• Overview of all congresses taking place in the territory across all disease areas
• Provide congress support for the country managers (registration, travel arrangements, hotel accommodation, on-site support)
• Liaise with vendors & internal stakeholders to ensure a smooth event delivery
• Monitor budgets related to congress activities
• Ensure all congress-related activities to comply with the internal and external regulations, including industry codes (e.g., EFPIA, local Code of Conducts)
• Liaise with the HQ relevant functional lead

Human Resources Support

• Provide administrative support for HR processes including recruitment coordination, on boarding, and off boarding
• Maintain the employees’ records
• Ensure confidentiality and compliance according to the labor laws and HR policies

Compliance Support

• Assist in ensuring adherence to company and regulatory policies and industry standards
• Support internal audits and maintain documentation for compliance reporting
• Coordinate the preparation and submission of compliance-related documents and approvals (e.g., for HCP engagement, grants, sponsorships)
• Maintain up-to-date knowledge of relevant compliance codes according to local and corporate policies

Stakeholder Management Support

• KOL sponsorship support for country managers (contracting, signing, registration, bookings, reimbursements, compliance with oversight of interactions etc.)
• Support patient advocacy engagement and communication activities (e.g., liaison with patient organizations)

Regulatory, Supply & Finance Support

• Support tracking of regulatory submissions and supply chain milestones (e.g., 3PL, distribution) in coordination with relevant teams
• Follow up on hospital invoicing and collections, liaising with Finance

Secretariat & Office Administration

• Oversee daily office operations, ensuring a well-functioning and professional environment
• Maintain effective filing systems (physical and digital), track office supplies, and manage service providers
• Handle correspondence, meeting scheduling, minutes preparation and documentation support for senior staff
• Support executive-level presentations, reporting, and project tracking, including analysis to support business case development
• Coordinate the creation of Promotional Material (coordinate with external vendors /Avanzanite graphic designer)
• Support digital tools and initiatives

Skills and experience

• 5+ years of experience
• Experience working in an administrative capacity for an international company, preferably in the pharma/biotech industry
• Excellent written and verbal communication skills, Spanish & English fluency required
• Must be comfortable taking initiative
• Fluent with technology, must have a sound knowledge of basic (Office 365) systems, Apple (MacBook company computers), DocuSign, etc
  

Profile

• Comfortable working with all levels within the organization
• Represent Avanzanite to potential customers, suppliers and investors
• Be a quick learner with a strong work ethic
• Be pragmatic with a drive for results
• Ability to identify and understand issues, problems and opportunities whilst providing a viable solution
• Able to work in a fast, dynamic, environment whilst being able to adjust readily to meet unexpected constraints
• Multi-tasking fluently and comfortably