Administrative Assistant

vor 1 Woche

Basel, Schweiz CTC Vollzeit

Main Responsibilities: Provides administrative support to clinical trial teams, which can include: Scheduling/arranging meetings Managing complex calendars Processing of purchase orders and receipt of invoices Organizing and maintaining global travel arrangements Processing expenses via Concur Department ordering (business cards, hardware/software, supplies, etc.) Critically reviewing and proofing documents Owning, updating and maintaining distribution lists TimeSheet Coordinator responsibilities Processing catering requests Creating requisitions for departmental new hires Scheduling interviews and onboarding new hires Registering, receiving and refering visitors All facets of booking video and conference rooms globally Facilitates communication between the client and vendors by initiating conference calls/meetings Handles confidential information and communications with all levels of management in a professional manner Acts as liaison across departments and line functions to ensure proper communications/reporting practices Interacts with internal and external sources, often at the sr. management levels May be responsible for data tracking and managing logistics for large meetings (internal and external) Prepares routine and complex documents, and actively manages/organizes files Handles mailings and distribution of materials for clinical trial teams Responsible for coordinating with building services for maintenance requests Supports/enters data into systems when required (e.g., TimeSheet, BrassRing, CREDI/SUBWAY, HRCore, Concur and Horizon) Provides assistance and training to other administrative staff, as needed Sets a good example for other administrative staff in both Functional areas and Values and Behaviors Maintains and archives project study files, mails study supplies and track shipments, as needed Assembles relevant data, compiles statistics or information, as directed, for use by others Supports compliance-related requests including audits/inspections with the highest quality Updates and makes revisions to documents and presentations (may include updates to organizational charts) May report monthly staffing changes/updates May provide direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment Qualifications and Experience: Swiss working/residency permit and/or Swiss/EU-Citizenship required Bachelor’s degree or equivalent senior administrative experience preferred Fluent English (oral and written); German a nice to have Position requires intermediate to advanced administrative experience (minimum 7 years) May require advanced secretarial or advanced technical administrative education Ability to exercise independent discretion/judgment and solve complex problems Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet Previous experience with Concur, Ariba and Elance, strongly preferred Input to changes in work processes and work flow is often required Strong ability to support and adapt to changes within the organization Sets a positive example for other administrative assistants within the group Strong communication skills (both written and verbal) Expert team player

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