Office & Administrative Support Specialist

About the role

The Specialist Office & Administrative Support will ensure smooth day-to-day operations across MoonLake’s offices, handling logistics, travel arrangements and executive support. The role requires strong organisational skills, discretion and a proactive attitude.

Key responsibilities

• Manage office supplies, stock, facilities coordination and ensure compliance with internal audits.
• Coordinate end-to-end travel and logistics for employees, executives and guests, liaising with vendors and monitoring budgets.
• Organise internal and external meetings and events, handling room set-up, catering, equipment and supplier interactions.
• Support operational workflows and tools such as BizAway, the HelpDesk portal and SharePoint, tracking requests and maintaining accurate information.
• Provide executive and administrative assistance for Management Committee activities, ensuring continuity during manager absences.

Required profile

• Bachelor’s degree in Business Administration, Communications or a related field (preferred).
• Minimum 2 years of experience in an office assistant or similar administrative role.
• Fluent English with excellent written and verbal communication.
• Strong organisational, time-management and multitasking abilities in a fast-paced environment.
• High level of professionalism, discretion and attention to detail.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using SharePoint and related collaboration tools.

What we offer

• Learning environment with mentorship from experienced biotech professionals.
• Opportunity to contribute to groundbreaking projects in inflammatory disease research.
• Hybrid working model (2 days per week in Porto) supporting work-life balance.
• Clear career progression path within a fast-growing biopharmaceutical company.