Specialist Office & Administrative Support

Provide administrative and logistics support across office services, travel and day-to-day operations, ensuring smooth and reliable support to executive and governance activities. Uphold strong organisational skills, a proactive mindset and a high level of discretion when handling sensitive information.
Support the effective running of MoonLake’s offices, including supplies, stock management and office arrangements, and coordinate travel and logistics for employees and executives as required. Work closely with the Manager EA, Office & Logistics to support Management Committee (MC) activities, ensuring continuity, coverage and seamless execution.

• Office Services & Operational Support: Support the day-to-day running of MoonLake’s offices, including office supplies, stock management, facilities coordination and maintenance. Ensure offices are well organised, functional and compliant, and support internal office audits and checks as required.
• Logistics, Travel & Vendor Coordination: Coordinate end-to-end travel and logistics for employees, executives and guests, including flights, accommodation, ground transport and related arrangements. Liaise with external vendors and suppliers, ensuring services are delivered accurately and in line with internal processes and budgets.
• Meetings, Events & On-site Coordination: Support the organisation and coordination of internal and external meetings and events, including room and venue set-up, catering, equipment and supplier interaction. Ensure meetings and events run smoothly and all logistical requirements are met.
• Operational Processes & Tools: Support the implementation and day-to-day use of operational workflows and tools, including BizAway, the HelpDesk Portal and SharePoint. Ensure requests are tracked, information is maintained accurately and processes are followed consistently.
• Governance Support: Provide executive and administrative support as required, working closely with the Manager EA, Office & Logistics to support Management Committee (MC) activities. Ensure continuity and full coverage of executive and board support during the absence of the Manager EA, Office & Logistics.

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.

• 2+ years of demonstrable experience as an office assistant or in a similar administrative role.

• English proficiency.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Creativity in finding solutions as part of a team.
• Ability to organize multi-party events.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• High level of professionalism and attention to detail.
• Ability to work independently and as part of a team.
• Discretion and confidentiality.
• Proactive and self-motivated.
• Adaptable and resourceful.

• Hybrid working model with 2 days per week in the Porto office.