Fixed Term Office Assistant

at  Medpace Inc

TEMPORARY CONTRACT – MATERNITY COVER FROM NOVEMBER 2024 FOR 24 MONTHS WITH POSSIBILITY TO EXTEND.

Medpace Poland is seeking an office-based Administrative Assistant to join our team in Warsaw. This position will be available until November 2026, covering a maternity leave. This successful applicant will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

Responsibilities :

• Is responsible for office reception area, being the main point of contact for office visitors, clients and associates;
• Supports Office Service Coordinator and Regional Facilities manager with general office administration, supply management, and office projects (including finance and project related tracking) related to the Facilities function;
• Supports Fleet Coordinator with administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assists in the coordination and organisation of meetings, events and appointments for all groups within the office, as requested;
• Work with HR and IT to welcome and onboard new starters to the Warsaw office;
• Use internal facilities management software to manage planned and reactive maintenance tasks, as well as desk and office assignments;
• Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building, grounds and consistently high standards;
• Under supervision, responsible for assisting with coordination of all health and safety procedures for the office;
• Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies; and
• May be responsible for other projects and responsibilities as assigned.

Qualifications :

• High School Diploma;
• Experience in Facilities/office administration is preferred;
• Basic knowledge of Health and Safety, Risk Assessments and emergency procedures;
• Knowledge of MS Word, Excel, and PowerPoint;
• Fluency in English and Polish;
• Strong communication skills (both written and verbal);
• Excellent organizational and prioritization skills with a high attention to detail.

Medpace Overview :
Medpace is a scientifically-driven, global, full-service clinical contract research organization (CRO) providing Phase I-IV clinical development services to the biotechnology, pharmaceutical and medical device industries. Medpace’s mission is to accelerate the global development of safe and effective medical therapeutics through its high-science and disciplined operating approach. We leverage local regulatory and deep therapeutic expertise across all major areas including oncology, cardiology, metabolic disease, endocrinology, central nervous system, anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, Medpace employs almost 6000 employees across 40+ countries.
Why Medpace? :
People. Purpose. Passion. Make a Difference Tomorrow. Join Us Today.
The work we’ve done over the past 30+ years has positively impacted the lives of countless patients and families who face hundreds of diseases across all key therapeutic areas. The work we do today will improve the lives of people living with illness and disease in the future.

• Is responsible for office reception area, being the main point of contact for office visitors, clients and associates;
• Supports Office Service Coordinator and Regional Facilities manager with general office administration, supply management, and office projects (including finance and project related tracking) related to the Facilities function;
• Supports Fleet Coordinator with administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assists in the coordination and organisation of meetings, events and appointments for all groups within the office, as requested;
• Work with HR and IT to welcome and onboard new starters to the Warsaw office;
• Use internal facilities management software to manage planned and reactive maintenance tasks, as well as desk and office assignments;
• Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building, grounds and consistently high standards;
• Under supervision, responsible for assisting with coordination of all health and safety procedures for the office;
• Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies; and
• May be responsible for other projects and responsibilities as assigned