Office Assistant and Congress and Event Coordinator

2 days ago

Athens, Attica, Greece Er-Kim Full time €25,000 - €75,000 per year

Er-Kim continues its activities in 20+ countries, and we have the mission of ensuring that no patient is left behind and access to the most innovative treatments in all countries where we operate. Er-Kim continuously seeks to expand its portfolio and therapeutic coverage through its rich and diverse pipeline.

For more information, go to:

As an Office Assistant and Congress and Event Coordinator based in Greece, you will work closely with the Country Lead and be responsible for;

Administrative Support:

  • Provide dedicated administrative support to the Country Lead Greece/Cyprus including calendar management, meeting coordination and team travel arrangements.
  • Manage confidential and sensitive information with discretion and professionalism.
  • Take initiatives on administrative requests and inquiries.
  • Coordinate, organize and independent planning of internal, external meetings and events, tasks and projects within deadlines.
  • Maintain & update database of all company files.
  • Oversee day to day administrative tasks, including maintaining company data base, ordering office stationery and supervising the general office function.
  • Keep minutes during team meetings.

Risk Management & Compliance:

  • Key user of internal platforms, tools and processes to ensure compliance with Er-kim approval processes.
  • Provide support for internal audits and ensure adherence to compliance and ethics guidelines.
  • Identify potential risks and raise relevant issues related to the projects, propose solutions through the appropriate internal and external channel ensuring that the project standards are met according to policies, ethics & compliance guidelines.

Regional Stakeholder Relations & Communication:

  • Collaborate effectively with internal stakeholders, cross-functional teams and external partners to achieve operational goals.

Local HR Activities:

  • Maintain & update database of all local HR files.
  • Maintain accurate and secure local employee records, manage local employee benefits, and oversee payroll processes.
  • Εnsure that we fulfill all our obligations (labor and insurance included) to our employees in accordance with the local legislation.
  • Ensure that local employees receive the benefits they're entitled to, including health insurance, meal and gift vouchers, and vacation time.

Regional Events, Congresses Organization & Management:

  • Plan, organize and execute regional congresses, conferences and promotional/scientific events for Health Care Professionals (HCPs), stakeholders and internal teams.
  • Manage venue selection, vendor negotiations, speaker coordination and attendee registration to deliver high-quality events.
  • Address challenges during event execution with efficiency and poise, ensuring client and participant satisfaction.
  • Develop event timelines, budget, logistics and data registration for disclosure ensuring seamless execution and alignment with company objectives.
  • Travel arrangements.

Financial Management & Reporting:

  • Coordinate expense reports, invoices and contract management while ensuring compliance with company SOPs.
  • Coordinate all 3rd party suppliers, manage procurement processes and invoices.
  • Coordinate with the finance & accounting team and ensure accurate financial reporting and payments.

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