Contract - Administrative Assistant Medical Affairs and Market Access, Europe (BB-79433)

Gefunden in: Neuvoo CH


GBT Switzerland (new European HQ) is looking for an experienced and motivated Assistant to enable the organization to grow.

This Zug-based position reports to the Head of Medical Affairs and provides a number of admin services to this function as well as to Market Access. In addition to providing professional administration services, this role will organize both department’s team meetings, key governance meetings, set up and drive the administrative processes, lead the vendor and contract management, and help driving the company culture. Back up and general Admin team support (answering the phone, welcoming guests, maintaining meeting rooms, etc.).

Essential Duties and Responsibilities:

  • Being a member of the Medical Affairs Team
  • Being a member of the Market Access Team
  • Being a member of the European Admin Team; a group who collaborates to implement tools and processes to foster effective and standardized administrative support and exchanges best practices
  • General administrative support

  • Support the Head of Medical Affairs and the Head of Market Access (and team members as agreed/ prioritized) including assistance with meeting preparation incl. creation and coordination of presentation development, sending out agendas, distribution of materials, taking meeting minutes
  • Updating of project plans, budget tracker and similar tools supporting both teams’ governance
  • Coordinate and manage complex executive calendars, daily planner, travel arrangements, organizing interview schedules
  • Administration Management

  • Supports functions in developing and putting in place administrative procedures using technology to automate where possible
  • Lead the local administration: Drive process optimization and template creation and implementation, support training and on-boarding of new staff, welcome and cater for visitors and guests, and embrace our company values
  • Contract and PO handling

  • Set up new vendors, create PO’s and process invoices for timely and accurate payment in collaboration with Finance
  • Handling contracts and signatures, filing and archiving of critical department documents in line with Compliance requirements
  • Act as back-up for or provide help to admin colleagues of other departments as needed
  • Communication

  • Manage and filter phone calls, mail and emails including confidential correspondence, clarifying / highlighting required actions and responses
  • Act as a coordinator of information and communication within the Medical Affairs and Market Access Team
  • Event coordination

  • Organize internal and external meetings owned by Medical Affairs or Market Access, off-sites, education/training events, and workshops, thereby helping to drive the company values
  • Book meeting and hotel rooms make restaurant reservations, and order food for lunch breaks / breakfast for prolonged team gatherings
  • Office Management

  • Be an advocate for meeting room etiquette and hold the team accountable to act accordingly
  • Act as a back-up for other Administrative Assistants whenever required
  • Arrange for onboarding of new employees and contractors within the functions: Ensure appropriate devices / IT / are in place, and the new joiner feels welcome, and is trained on the basic processes
  • Qualifications:

  • Bachelor’s degree in business administration, or Swiss federal certificate or diploma in business administration required
  • 5+ years’ experience in administrative positions, whereas executive administrative experience is a plus
  • Proven track record of setting up/optimizing processes and organizing complex environments
  • English is mandatory; Fluency in German and other European language(s) are a plus
  • Competencies:

  • Excellent organizational skills, being able to work autonomously, to prioritize tasks and meet deadlines
  • Ability to plan ahead, get complex situations sorted, i.e. identify hurdles and escalate/request support as appropriate, get the work done and meet deadlines
  • Strong interpersonal communication and interpersonal skills with the ability to stay calm in stressful situations
  • Drives deliverables as a service minded team player with a collaborative working style
  • Experience and excellent knowledge of MS Office applications (Microsoft Teams, PowerPoint, Excel, Word) and general technological savviness
  • Fit with GBT culture:

  • Ability to build strong relationships with co-workers of various backgrounds and expertise
  • Ability to function at a high level in a team setting whether leading the group or acting as an individual contributor
  • Values-based leadership consistent with GBT's Core Values
  • Excitement about the vision and mission of GBT
  • Flexibility
  • Integrity
  • calendar_todayvor 4 Tagen


    location_on Zug, Schweiz

    work GBT

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