• Managing the day-to-day operations of the office including all vendor relationships.
• Organizing and maintaining files and records.
• Handling of the "Health & Safety" plan for the office.
• Planning and scheduling meetings, events and appointments.
• Preparing and editing correspondence, reports and presentations.
• Making travel and guest arrangements / Booking of congress accommodation for Genesis team.
• Developing/Reviewing the operating practices and implements improvements where necessary.
• Collecting documents.
• Coordination with accounting provider, internal approval of invoices, completion of ERF forms, maintenance of ERF database
• Preparation and sending of contracts: service and sponsorship agreements.
• HCP and HCO Database: preparation, processing GDPR
• Printing: contracts, studies, visit presentations, other
• Copying, Scanning: invoices, contracts, GDPR consents
• Postal service: mail and package preparation, submission, and collection
• Communication with HCO offices (invitations, sponsorship packages, event confirmation, invoices and contracts)
• Keeping an inventory of office supplies and ordering new materials as needed
• Resolving office related malfunctions (ie internet connections)
• Maintaining files & binders
• Keeping up to date with all open items of the Country Lead
• Liaises with internal staff at all levels to ensure deadlines are met.
• Handles employees’ expense reports, annual and sick leaves.