Administrative Support Partner (f/m/d)

Administrative Support Partner (f/m/d) – German /Pharma / senior management / G-Suite / JAZ

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

Background:
The PTQ Global Admin Team based in Basel is looking for a replacement due to a medical leave.

The perfect candidate:
Has a degree in Business and more than 3 years‘ experience working in administration. Additionally, the candidate is experienced in event management and working with the JAZ system. Google Suite applications and managed shared team drives are familiar to the candidate. Lastly, the person is fluent in English.

Tasks & Responsibilities:

Event & Meeting Management:
* Support the planning and execution of internal meetings requiring webcasting, sophisticated technology, and other virtual resources.
* Support the planning and execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs) and team building events / workshops.

Finance & Procurement administrative support:
* Manage and process vendor/speakers Statements of Work (SWOs) and Contracts in liaison with business partners (e.g. procurement, legal, project /portfolio management).
* Manage and process Purchase Orders (POs), invoices, payment tracking, vendor maintenance and cost centers maintenance support.

Recruitment, Onboarding & Offboarding administrative activities:
* Manage candidate interview process (scheduling, assessment coordination, travel, hosting during interviews, candidate expenses, vendor management) partnering with Talent Acquisition and Hiring Manager and panel members throughout the process.
* Manage administrative components and logistics of onboarding (ensure new hires orientation information, onboarding events, devices and technology is functional, etc.)

General administrative support and services:
* Responsible for supporting working hours reporting (e.g. JAZ in EU) and filing of confidential documents (e.g. medical certificates, leaves) per legal requirements
* Support teams / projects communications tactics & delivery (e.g. gSite updates, send emails, facilitate documents signature/DocuSign requests, org charts updates, etc.)
* Responsible for creation, maintenance and accuracy of RADA / Distribution lists.
* Submit facilities, IT / Site Services requests for PTQ Area leads / PTQ Enabling Team
* Support and manage Office Supplies processes and needs
* Coordinate certain logistics of moves (space management), with space planning teams(s)
* Support projects and continuous improvement activities in the Business Excellence to improve service delivery

Must Haves:

• A degree/BS/BA or equivalent industry experience preferred
  * An average of 3-5 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.)
  * Experience in event management
  * Experience with the JAZ system
  * Highly skilled in Google Suite and manage shared team drives
  * Fluency in written and verbal English, additional languages are an asset (German, French, Spanish)
  * Experience working with senior leaders/management
  * Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
  * Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
  * Posses advanced knowledge of Microsoft Office (Powerpoint, Excel and Word), gSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)

Reference Nr.: 922678SGR
Role: Administrative Support Partner
Industry: Pharma
Workplace: Basel
Pensum: 100%
Start: 01.07.2023
Duration: 12++

Deadline: 13.06.2023

If you are interested in this position, please send us your complete dossier via the link in this advertisement. If this position does not fit your profile and you wish to be considered for another position directly, you can also send us your dossier via this ad or to jobs[at]itcag[dot]com.

Contact us for more information about our company, our positions or our attractive Payroll-Only programme: +41 41 760 77 01.

About us:

ITech Consult is an ISO 9001:2015 certified Swiss company with offices in Germany and Ireland. ITech Consult specialises in the placement of highly qualified candidates for recruitment in the fields of IT, Life Science & Engineering.

We offer staff leasing & payroll services. For our candidates this is free of charge, also for Payroll we do not charge you any additional fees.