Management Assistant

WHO ARE WE?

At Boehringer Ingelheim we develop breakthrough therapies that improve the lives of both humans and animals. Founded in 1885 and family-owned ever since, Boehringer Ingelheim takes a long-term perspective. Now, we are powered by 53,000 employees globally who nurture a diverse, collaborative, and inclusive culture. We believe that if we have talented and ambitious people who are passionate about innovation, there is no limit to what we can achieve.

THE OPPORTUNITY

As our Management Assistant, your work will be dedicated both to office and facility-related tasks, and to management team support and coordination.

Regarding office and facility management, you will have a critical role in ensuring our employees have some familiar face they could turn to and reach out to assist them in a variety of topics.  You will make sure that everything in the office is running effortlessly, boosting workplace satisfaction, and allowing a smooth business operation. Additionally, you will be the first point of contact for vendors, guests, and office services such as cleaning, security, parking and reception.

Regarding management team support, you will coordinate and support the management team meetings, including agenda management and minuting the meetings in English language. You will also coordinate the monthly all-employee townhall meetings and other all-staff events. You will report to our General Manager.

The work location is Tammasaarenkatu 5, Helsinki. Because of the nature of this role, you are expected to work onsite daily. This position is a full-time, temporary parental leave substitution until 30th of September, 2025, with a high possibility to extension. The selected candidate will be employed by Boehringer Ingelheim Finland directly.

YOUR KEY RESPONSIBILITIES

• Being the first point of contact for employees, suppliers and vendors.
• Taking care of all practical tasks at the office including e.g. being responsible for access pass registrations, ordering badge cards for new joiners, etc.
• Maintaining the agenda for various meetings and minutes support, e.g. for executive meetings as well as weekly and monthly Human Pharma Committee (HPC) meetings.
• Supporting internal company meetings and events such as: Christmas parties, volunteering days, team events, etc.
• Ordering monthly and yearly employee benefits (lunch and sport cards, fruit orders, weekly breakfasts, magazines).
• Purchase order creation for administrative and business spend.
• Creating content for digital personnel magazine.

WHAT YOU SHOULD BRING TO THE TEAM

• Bachelor’s degree in Business Administration or similar.
• You understand what it takes to run an office environment and to support the management.
• Fluency in English and Finnish. The primary office language is English, and the role involves reporting and writing notes, including minutes, in English.
• You have strong organization and communication skills, and you are comfortable and able to work independently.
• You are a team player who enjoys collaborating and supporting different business stakeholders with a can-do attitude.
• You are a proactive, flexible and dedicated person, with a hospitality mindset and lots of energy.

WHAT WILL YOU GET IN RETURN?

Next to the opportunity to develop and challenge yourself while learning from a fast-paced environment: 

• Work in a wellbeing-oriented organization (Premium access to Headspace and ongoing support and initiatives related to ways of working to help our employees to stay healthy and constantly improve the physical, emotional, mental, and spiritual well-being) 
• Access to learning platforms such as LinkedIn Learning Premium (languages + training programs) and our Virtual Campus Lifelong learning at our Virtual Campus | Boehringer Ingelheim (boehringer-ingelheim.com) 
• A good balance between work and free time.
• Working in a passionate team within a fun and dedicated working environment. 
• Competitive salary package and other benefits (e.g., comprehensive occupational health-care services, lunch and wellbeing vouchers). 
• Next to your vacation days you will have 3 additional days off per year. 

How to join the process?

We kindly ask you to submit your CV and Motivation Letter in English as soon as possible. If we see a match, we will invite you for a video call interview to get to know you better. We might start screening applications and interviewing already during the application period. Please note that we do not accept applications via email due to GDPR regulations. All applications should be submitted through StaffPoint’s website form. Should you have questions related to this position, you may reach out to us via email at toimistorekrytointi (at) staffpoint.fi