Administrative Assistant (f/m/d)

Administrative Assistant (f/m/d) – Pharma /administration / German / English / Google

Project:
For our customer a big pharmaceutical company in Basel we are looking for a highly qualified Administrative Assistant

Background
We are currently looking for talented, passionate, organised and detail oriented Administrative Assistant to support colleagues in our Research Department with day to day operational and administrative tasks. To be successful in this role, you’ll need to enjoy helping others, be able to spot hiccups in advance and work collaboratively to resolve them. The position is based in Basel, Switzerland.

Tasks & Responsibilities
Document Management
* Update relevant people lists and Roche databases (i.e. RADA, mailing lists for Research, NRD DTA people and office list)
* Interface with IT department for all system/database related requests

Finance
* Be the super-user and go-to-person for lab heads/section heads in case of ARIBA questions
* Handle all administrative aspects of spend management system ARIBA (raises and updates Purchase Requisitions for departmental supplies and invoices)
* PO generation; lead and follow respective ARIBA process and invoicing with third parties (in collaboration with respective procurement or partners)

Personnel
* In collaboration with the hiring manager support recruitment process for hiring new people (setting up agenda for interviews, invite interviewers, coordinate with HR)
* Coordinate and organise interview candidates together with HR Recruiting
* Administrative on-boarding/offboarding of lab personnel, scientists and lab heads in collaboration with the respective line manager (set up work space, help execute the onboarding/offboarding guidance list)
Meetings
* For guests speakers: be the representative voice and face of our organisation when interacting with guest; arrange travel, accommodation and seminar in collaboration with the host
* Based on need assist in the organisation of internal meetings for teams and sections, including teleconferences and video conferences and google hangout meetings

Travel
* Organisation of travels, hotel bookings, car hire, itineraries for business related activities for section heads
* Occasionally support of lab technicians with booking trips for courses and payment of courses
* Introduction and support with travel expense system CONCUR for new team members

Other Administrative
* Be a key person of trust and confidentiality for section heads and section members
* Work with other administrative staff to ensure consistency of approach and exchange of best practices.
* Suggest new and optimized ways of administrative working and enable implementation of new approaches.
* Provide back-up support in the absence of other administrators

Must haves:
* Commercial diploma or similar
* At least 2 years work experience in a multicultural environment, preferably in a similar position within the pharmaceutical, biotechnology or related industry
* Good knowledge in Google (Mail, Calendar and Google Drive) and MS Office
* Fluent spoken and written English, German is a plus
* You bring strong organisational skills and ability to work independently as well as a high degree of accuracy and attention to detail
* You have the ability to prioritize and coordinate complex workloads to meet deadlines
* You are discreet, flexible, proactive and a good team player
* A can-do, positive mindset with creative ways to resolve topic
* Knowledge of the Roche organisation, tools, IT infrastructure and databases beneficial
* Live and spread the Roche values
* Improve the way we are working in Research, optimize processes or suggest
optimization where you see the need
* Always act and interact in a positive, collaborative and friendly manner, with an agile and
open attitude

Reference No.: 921306SGR
Role: Administrative Assistant
Industry: Pharma
Location: Basel
Workload: 100%
Start: 01.05.2022
Duration: 6 Monate
Deadline: 30.03.2022

Should you find yourself suitable for this position then please send us your complete CV using the link in this advert. If the position is not a perfect match and you wish to receive other opportunities directly, you can send us your CV anyway via this advert or to jobs[at]itcag[dot]com.

Contact us for further information regarding our company, our positions or our attractive payroll-only-program: +41 41 760 77 01.

About us:

ITech Consult is a certified ISO 9001:2015 Swiss company with offices also located in Germany and Ireland. ITech Consult is specialised in delivering IT and Life Science candidates for contract work. We were founded in 1997 by IT professionals; hence we well understand what it means to be professionally supported in your search for a new project and being employed.