Administrative Assistant - Basel, Schweiz - CTC Resourcing Solutions

CTC Resourcing Solutions
CTC Resourcing Solutions
Geprüftes Unternehmen
Basel, Schweiz

vor 2 Wochen

Lena Schneider

Geschrieben von:

Lena Schneider

beBee Recruiter
Beschreibung

_The Life Science Career Network_

Administrative Assistant
Our client is a pioneer in Drug Discovery and Development and one of the frontrunners in Personalised Healthcare.

As the world's largest R&D spender in the pharmaceutical and diagnostics domain, they work in a vast number of drug discovery & therapeutic areas and are highly recognized internationally.


We are currently looking for an Administrative Assistant for a
6-month contract (with possibility for extension) based in Basel, Switzerland to support our client's Drug Discovery Chemistry organization, The main responsibilities of the role are to ensure an efficient and smooth day-to-day departmental operation and to support the administrative organization of the Head Chemistry and direct reports.


Main Responsibilities:

Administrative

  • Executive assistant to department head:_
  • Administer agenda as advised by division head.
  • Autonomously resolve logístical
- or time-conflicts of division-head agenda.

  • Organization of repetitive meetings owned by division head (Chemistry department meetings, Group Leader meetings, onetoone meetings with direct reports) including meetingroom reservation and technical functionality.
  • Manage and influence generation of meetingagendas, write minutes and store presentations in ResearchHub microsite.
  • Manage timely followup of action points decided and minutes in meetings.
  • Liaison with other departments to facilitate meeting schedules and timely organization of interdepartment events.
  • Maintain overview about reachability of direct reports during working hours (travel, congress).
  • Administer HRspecific agenda of department employees: birthdays, marriages, newbaby of employees, illness or condolence.
  • Organize and support functionality of IT and office
- infrastructure of division head.

  • Deputize to assistants PPD and DD Chemistry
  • Autonomously update documentation about : Portfolio, Project responsibilities, Organization-Chart, HC/FTE, Students/Trainees
  • Assistant to department employees:_
  • Visitor arrangements
  • Congress registration support
  • Organization of travel, travel documents and processing of travel expenses
  • Organize appointments/meetings/conferences
  • Participate in offsite meetings organization
  • Support resolution of ITissues as expert user of Veeva, Coupa, Concour, ResWiki and Research-Hub.
  • Coordination of contracts/agreements including esignature collection and autonomous archiving in Veeva CORS
  • Autonomous filing of departmentspecific legal documents
  • Support of onboarding process of new employees as first contact for problem solving
  • Arrange internal/external correspondence including courier shipments
Operational

  • Controlling responsibilities:_
  • Support generation of budget and monitoring of department budget
  • Manage purchase orders of department and keep track of invoices
  • Monitor and control spending of travel
  • Manage sponsoring activities including documentation of events after consulting division head
  • Organize onboarding of novel employees including organization of workspace and workplace equipment
  • Organize events for DD Chemistry or research organization (Drug Discovery Day)
  • Autonomously maintain ResearchHub microsite of DD Chemistry and Elpis portfolio microsite
  • Communicate departmental news on Elements
  • Coordinate office space and laboratory space in collaboration with division head and FM
  • Manage setup of IT tools, training and problem solving in collaboration with GIS

Qualifications and Experience:

-
_Relevant working/residency permit or Swiss/EU-Citizenship required_:

  • Commercial apprenticeship (KV-E/M) or similar
  • 5+ years of experience in an administrative role in a multinational company, ideally in Pharmaceutical/BioTech Industry
  • Business fluency in English. German and/or French would be an advantage
  • Positive personality with outstanding communication skills
  • Motivation to support and proactively create solutions in a multicultural environment
  • Ability to work independently with high customer orientation and proactive approach to deliver high quality results
  • Inclusiveness and effective teamwork and collaboration skills with various levels of diverse stakeholders
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