Administrative Associate AT

Administrative Associate - Austria

Location: Vienna, Austria - Open to Hybrid

Department: Administration Support

Job type: Part Time (50% hours per week), 12-month Fixed Term Contract

Join us and make a difference when it matters most 

At Mundipharma, we are proud of the work we do to bring innovative treatments to patients. We challenge ourselves constantly to deliver more for patients, healthcare professionals, our partners, and our employees. 

For this position, the minimum salary according to the collective agreement for full-time (100%) employment is € 2.038,00 gross per month.

However, we offer a market-competitive overpayment depending on qualifications and experience.

The Administrative Associate AT is responsible for ensuring the smooth operation of the Austrian offices and providing hands-on support to the Business Support and Office Manager CH/AT. The role focuses on office management, including day-to-day operations, vendor coordination, and on-site meetings planning. It also serves as a key liaison between internal teams and external stakeholders to facilitate effective communication and efficient workflows.

In addition, the Administrative Associate supports key projects, ensures adherence to company policies, and contributes to maintaining a productive and cost-effective office environment. A proactive and solution-oriented mindset is essential for success in this position

Role and Responsibilities

Responsible for performing clerical tasks within the office setting in Austria to support daily operations with main responsibilities detailed below:

Facility Management for Vienna Office:

• First point of contact for building services (Icon Tower),

• Coordination of repairs and required events in collaboration with Icon Tower Services and external suppliers,

• Coordination and ordering of kitchen, sanitary and office supplies,

• Coordination of local cleaning supplier, plant service and other external partners

• Ensure the office appearance and the storage room is maintained in good working order,

• Archiving

• Reception and delivery of IT equipment for On and Offboarding,

• Other general office duties as assigned

Vienna Office Reception:

• Full responsibility for managing the reception in the Vienna office space:

• Ensure postal services are upheld or arranged with a third-party supplier, booking of courier services as required etc.

• Responsible for managing reception and delivery of documents, meeting room preparation for cluster leads visits and ensuring meeting rooms are always ready for occupancy,

• Coordination with Third Party vendor for Data and Documents Management to store and retrieve Cluster documents, if applicable, coordination of local authority inspections of office space as per local labour law.

Collaborate in other administrative and customer service duties as assigned, working closely with Function Leads based in Vienna.

• Creation of Purchase Requisitions, Vendor profiles.

• Provide administrative support during expected or unexpected leaves or as workload fluctuates.

• Handle ad-hoc administrative tasks and support project progress as needed

What you'll bring

• Experience of providing generalist administrative support to a group

• Experience in working in a Matrix organization

• Experience in a pharmaceutical environment would be a plus.

• Able to communicate and interact at all levels, with experience of working across diverse and complex customer groups.

• Strong organizational skills and ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.

• Open and collaborative working style.

• Demonstrate passion for making a positive difference.

• High integrity individual - embodies the Mundipharma behaviours.

• Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint).

• Fluent written and spoken English and German. Additional CEE Country language is a plus.

What we offer in return

• Opportunities for learning & development through our varied programme 

• Collaborative, inclusive work environment

Diversity and inclusion

Building an inclusive environment where people can thrive, grow and achieve their full potential is a priority. We believe this isn't just the right thing, but also the smart thing to do. We are on a journey and will seek to move forward together through education and awareness to build a culture that welcomes and celebrates diversity and uniqueness. We will create a workplace environment where everyone can, every day, bring their authentic selves and is treated with dignity and respect. 

About Mundipharma

Mundipharma is a global healthcare company focussing on customers across Africa, Asia Pacific, Canada, Europe, Latin America, and the Middle East.  

Mundipharma is dedicated to bringing innovative treatments to patients in the areas of pain management, infectious disease as well as other severe and debilitating disease areas. Their guiding principles, centered around Integrity and Patient-Centricity, are at the heart of everything they do. For more information visit   

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