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To our customer - a privately held Swedish clinical stage biopharmaceutical company - we are looking for an interim Office Manager.
Period: 12 months, with the possibility of extension or transition into employment.
Location: Stockholm. Hybrid working model, with approx. 3-4 days per week in the office.
THE ROLE
Position overview
The Office Manager has a central role in keeping the organization running smoothly and making sure things get done. Working closely with the CEO, CFO, COO and the wider team, you combine executive support with hands-on responsibility for office operations, IT coordination and administration across the business.
In a small and growing organization, you will have a broad scope and close involvement in what is happening across the company – from management and Board matters to IT, Quality, Finance, HR activities and travel arrangements. Reporting to the COO, you will also coordinate with suppliers, partners and other external stakeholders and handle information that requires a high level of discretion.
RESPONSIBILITIES
-Provide administrative support to the management team, including documents, presentations, Board materials, contracts and corporate governance matters.
-Act as the primary internal contact for IT matters and external IT providers, including purchasing equipment and employee IT onboarding/offboarding.
-Manage diaries, email and correspondence for the CEO and CFO.
-Maintain files and registers, including presentations, contact lists, contracts and virtual data rooms.
-Support Quality activities, including coordination and documentation of SOP training.
-Support procurement, including summarizing proposals, quotations and costs.
-Support finance administration, including invoices, expenses, financial documentation and coordination with external providers.
-Manage internal and external communications, including website and LinkedIn updates.
-Coordinate travel, internal and external meetings, and company events, including meeting minutes when required.
-Manage day-to-day office administration and general team support, including office supplies and incoming calls.
-Coordinate administration and reporting for selected projects and initiatives, including EU-funded projects.
-Support selected HR activities when required, including recruitment, onboarding and related documentation.
COMPETENCE REQUIREMENTS
-A few years of experience in a similar role.
-Digitally savvy, comfortable coordinating with external IT providers, and keen to use and explore AI tools to improve ways of working.
-Strong proficiency in Microsoft Office, particularly PowerPoint, Word and Excel.
-Fluent in Swedish and comfortable working in English.
-Experience from the Life Science industry is an advantage, but a scientific background is not required.
PERSONAL ABILITIES
-Independent and comfortable taking ownership of day-to-day responsibilities.
-Well organized, with the ability to manage multiple tasks and stakeholders.
-Service-minded and flexible, with a hands-on approach.
-Social and approachable, with the ability to work with people across different roles, professions and seniority levels.
-Reliable and discreet when handling confidential information.
For more information, please contact us at Brice Group;
Adina Lekberg Salamon, adina.lekbergsalamon@brice.se
Morgan Eilenberg, morgan.eilenberg@brice.se