Administrative Support Partner

vor 3 Stunden

Basel, Schweiz We make it GmbH Vollzeit

We make it GmbH is a nationally active company in Switzerland with a high level of expertise in the field of personnel services thanks to many years of successful experience.

Concentration of placement activities on the core areas of industry, technology, office/administration, engineering, pharmaceuticals and IT. We at it GmbH set the highest standards for quality, ethics and discretion.

For our client, a renowned pharmaceutical company based in Basel, we are looking for a Administrative Support Partner (M/F/d)

Administrative Support Partner (M/F/d)

Background

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

fluent in English.

Tasks

**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 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
- 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

**Requirements**:

- 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), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)

Work hours
- 40 h / Standard

Are you interested?

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