Administrative Assistant (m/f/d)

Administrative Assistant (m/f/d)

We are a specialty vaccine company that develops, manufactures, and commercializes prophylactic vaccines for infectious diseases addressing unmet medical needs. We take a highly specialized and targeted approach, applying our deep expertise across multiple vaccine modalities, focused on providing either first-, best- or only-in-class vaccine solutions.

SCOPE & START
Full time

PLACE OF WORK
Vienna, Vienna, Austria

Responsibilities

We are seeking a proactive and detail-oriented Administrative Assistant to provide comprehensive support to designated departments. This role includes a wide range of administrative tasks with a focus on travel coordination, meeting and event organization, document management, and expense reporting.

* Organize meetings, workshops, and global travel (incl. passports, visas, and accommodations)
* Register employees for seminars and conferences
* Coordinate expense reporting in close collaboration with Finance
* Order and manage scientific literature for European teams
* Plan and support internal and external events, including leisure programs
* Prepare and format professional documents (PowerPoint, Excel, Word) in line with corporate design
* Maintain confidentiality and ensure timely communication with internal and external stakeholders
* Support contract management and monthly reporting
* Serve as Supply Coordinator and liaise with Supply and Finance on procurement and invoices
* Provide backup support across the administrative team and front office
* Ensure compliance with company guidelines and attend required trainings

Requirements

* High School Degree with administrative / financial background (Austria HAK / or Matura with HAK-Kolleg)
* At least 2 years of experience as an administrative assistant in an international team
* Experience in international meeting organization
* Fluent in German and English (oral and written)
* Proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)
* Communicative, loyal and hands-on personality
* Accurate, detail-oriented working style and a strong team player
* Strong self-organization skills and persistence in follow-up and task completion
* Ability to handle confidential information with discretion
* Adaptability under pressure, ability to shift priorities and meet deadlines effectively

Benefits

Working with Valneva means being part of a global biotech company with a clear vision to make a meaningful impact in the world. At Valneva, you can expect a dynamic and innovative work environment characterized by an open, appreciative company culture and exciting, impactful assignments. Enjoy the benefits of flat hierarchies, an international atmosphere, and regular company events that foster collaboration and connection.

Additionally, we offer:

* Work Life Balance: Flexitime & Compensation days
* Financial perks: Performance-related bonus & Lunch vouchers
* Lifelong learning: Unlimited access to LinkedIn Learning & German/English courses for free
* Health & Wellbeing: Free access to sports and fitness activities via myClubs & Office Massages

Join us and shape the future of biotechnology!

Due to legal reasons we are obliged to disclose the minimum salary for this position, which is EUR 34.000 gross per year based on full-time employment. However our salaries are market oriented and in line with your qualifications and experience.

www.valneva.com