Administrative Assistant

Vor 2 Tagen

Basel, Schweiz Work Selection Vollzeit

**Beschreibung**:
For our international partner based in Basel, we are looking for a qualified and motivated **Administrative Assistant** for a temporary contract of 6 months with a possible extension.

Within our clients Pharma Research and Early Development (pRED), Neuroscience & Rare Diseases represents a major focus area where they are committed to realizing our long-term vision of changing lives of patients with severe brain disorders. Their preclinical research and early clinical development activities center around large and rare indications within the four major pillars of neurodevelopmental disorders, movement disorders, dementias, and multiple sclerosis. With unparalleled strengths across diverse disciplines, our client is uniquely positioned to lead in transforming science to medicines for patients with disorders of the nervous system.

They are currently looking for a talented, passionate, organised and detail oriented Administrative Assistant to support colleagues in their 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.

**Tasks**:

- 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)
- In collaboration with the hiring manager support recruitment process for hiring new people (setting up agenda for interviews, invite interviewers, coordinate with HR)
- 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)
- 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
- 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
- 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

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