Administrative assistant - reception desk (monaco)

About Us

We are a pioneering, family-owned pharmaceutical company dedicated to advancing the development and global commercialization of reproductive hormone therapies that support the lifelong health and well-being of both men and women. To complement our core offerings, we also provide high-quality food supplements and medical devices.

Our products are widely used in gynaecology, fertility, obstetrics, and endocrinology. With a presence in over 90 countries through a strong network of subsidiaries and distributors, we continue to grow sustainably. Today, we operate with approximately 1,500 employees, 22 subsidiaries, and 5 manufacturing sites. Our continued success is built on attracting exceptional talent and fostering a collaborative, growth-focused environment.


Position

The administrative assistant will be in charge of the Reception desk and help coordinate the administrative tasks of Monaco’s office from 8h30 to 17h30, Monday to Friday. To support BH employees with office logistics, organisation & planning of travels for the management team, help in all relevant Office matter.


Key Responsabilities :

Office management – Logistics & Administration

* Coordinate the management of the Monaco office
* Telephone and physical reception of visitors: Welcomes, advises, answers questions, guides, redirects, takes messages, etc
* Management of couriers or various deliveries
* Manages office supplies and purchasing, tracking and provision of consumables and supplies on the premises
* Manages office stewardship and minor maintenance work
* Handle external service provider contracts
* Manages the logistical aspect of the offices with the stakeholders in the event of breakdowns, works, fittings, etc


Document management / signature or invoicing processes

* Verifies, prints, prepares official documents to be submitted and signed by members of the Management.
* Manages document flows (receiving, scanning, sending mail and/or email, archiving, traceability) between senders and recipients (internally and externally) on behalf of the Management.
* Receives, verifies and forwards invoices or expense reports to the accounting department.


Organisation, planning, events

* Assist with organizing the travel abroad of the members of the Management team or BH employees, arrange meetings and meals for the management committee or for team meetings (internal and external), various internal/ external events such as The No Finish Line, end-of-year meals, etc.
* Organization of internal and external seminars. Provides support to travellers from the regions or corporate offices coming to Monaco for their trips to the headquarters (flights, hotels, taxis, various reservations)
* Coordinate with the Marketing Team: purchase, storage and office equipment setup of goodies and Besins communication mediums.


Job Requirements:

* Good command of both English and French languages demonstrated through good verbal and written communication.
* Very good command of MS Office, Outlook, and other IT tools.
* Proactivity and able to anticipate, strong situational intelligence.
* Very attentive to detail, rigorous and precise.
* Excellent organisational skills.
* Strong adaptability to different management styles and people.
* Well dressed and neat in appearance.
* Punctual.
* Obligation of confidentiality.