Business Operations Assistant

Location: Italy/Sweden

About Oncopeptides

Oncopeptides AB (publ) is a Swedish biotech company with a clear purpose — to make a real difference for people living with difficult-to-treat cancers. We combine innovative science with genuine passion, working together to turn new ideas into treatments that bring hope to patients and their families.

At Oncopeptides, we believe that great results come from great people. Our culture is open, inclusive, and collaborative — a place where every voice counts and everyone contributes to something meaningful. We value commitment and curiosity, encourage growth, and support a healthy work-life balance through flexibility and trust.

About the Role

Position: Business Operations Assistant Location: Italy (preferred) / or Stockholm, Sweden - (Hybrid / Home-based with travel to local office as required) Employment: 50% (possibility of a flexible daily schedule)

As a Business Operations Assistant, you will play a key role in keeping our Italian organization running smoothly every day. This is a broad and dynamic role where no two days are alike — combining administrative excellence, operational coordination, and project support. You’ll be the go-to person who ensures that processes flow efficiently, meetings and events run seamlessly, and that our team can focus on what they do best.

Working closely with colleagues across functions and countries, you will help connect people, information, and ideas. From managing daily operations and supporting local projects to coordinating with vendors and headquarters, you’ll contribute to an organized, compliant, and collaborative business environment that enables our continued growth and success.

This role is perfect for someone who enjoys variety, thrives on organization, and takes pride in making things work behind the scenes — with a proactive mindset, strong communication skills, and a passion for teamwork.

Key Responsibilities

Provide proactive administrative and operational support to the Italian organization — managing correspondence, scheduling meetings, coordinating travel and accommodation, and ensuring smooth daily office routines.
Plan and coordinate internal and external meetings, including calendar management, agenda preparation, logistics (onsite or virtual), and documentation of meeting notes and action items.
Support project management activities such as task tracking, deadline follow-up, and document updates in collaboration with project leads.
Assist with document control and compliance workflows — including contract tracking, approval preparation, and vendor follow-up to ensure accuracy and timeliness.
Collaborate closely with colleagues across countries and headquarters to align timelines, share documentation, and support reporting needs.
Coordinate vendor relationships and event logistics for congresses, meetings, and workshops — from venue sourcing and service provider coordination to travel, catering, and accommodation arrangements.
Support financial administration in partnership with Finance — including purchase requisitions, invoice handling, and expense tracking to maintain budget control.
Maintain organized filing and documentation systems (digital and physical) that ensure accuracy, accessibility, and full compliance with company procedures.

Qualifications and Requirements

Education: Higher education, preferably a university degree in Business Administration or a related field, or an equivalent combination of education and relevant experience.
Experience: Solid experience in administrative, coordination, or project support roles, preferably gained within the pharmaceutical, biotechnology, or another regulated industry. You have a good understanding of how structured processes and compliance frameworks support daily operations, and ideally some familiarity with the local pharmaceutical market and its regulatory landscape. Experience in organizing or coordinating medical exhibitions, meetings, or similar events is considered a strong advantage.
Languages: Excellent command of Italian (native or equivalent) and strong proficiency in English, both spoken and written.
Skills: Advanced proficiency in MS Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint, Teams). Familiarity with AI tools or digital productivity platforms is a strong asset. Good understanding of project management principles; formal training or certification (e.g., PMP, PRINCE2) is considered a plus.

Who you are

A curious, quick learner with a service-minded and collaborative approach.
Professional and reliable, with a positive “can-do” mindset and adaptability in a dynamic environment.
A strong communicator who builds trust and engages effectively with people at all levels.
A team player with integrity and discretion, respecting confidentiality at all times.
Highly organized and detail-oriented, thriving on bringing structure, clarity, and efficiency to complex tasks.