Administrative Assistant

**_The Life Science Career Network_**

**Administrative Assistant**

Our client is a pioneer in Drug Discovery and Development and one of the frontrunners in Personalised Healthcare. As the world's largest R&D spender in the pharmaceutical and diagnostics domain, they work in a vast number of drug discovery & therapeutic areas and are highly recognized internationally.

We are currently looking for an Administrative Assistant for a **6-month contract (with possibility for extension) based in Basel**, Switzerland to support our client’s Drug Discovery Chemistry organization, The main responsibilities of the role are to ensure an efficient and smooth day-to-day departmental operation and to support the administrative organization of the Head Chemistry and direct reports.

**Main Responsibilities**:
Administrative
- Executive assistant to department head:_
- Administer agenda as advised by division head.
- Autonomously resolve logístical
- or time-conflicts of division-head agenda.
- Organization of repetitive meetings owned by division head (Chemistry department meetings, Group Leader meetings, one-to-one meetings with direct reports) including meeting-room reservation and technical functionality.
- Manage and influence generation of meeting-agendas, write minutes and store presentations in ResearchHub microsite.
- Manage timely follow-up of action points decided and minutes in meetings.
- Liaison with other departments to facilitate meeting schedules and timely organization of inter-department events.
- Maintain overview about reachability of direct reports during working hours (travel, congress).
- Administer HR-specific agenda of department employees: birthdays, marriages, new-baby of employees, illness or condolence.
- Organize and support functionality of IT- and office
- infrastructure of division head.
- Deputize to assistants PPD and DD Chemistry
- Autonomously update documentation about : Portfolio, Project responsibilities, Organization-Chart, HC/FTE, Students/Trainees
- Assistant to department employees:_
- Visitor arrangements
- Congress registration support
- Organization of travel, travel documents and processing of travel expenses
- Organize appointments/meetings/conferences
- Participate in offsite meetings organization
- Support resolution of IT-issues as expert user of Veeva, Coupa, Concour, ResWiki and Research-Hub.
- Coordination of contracts/agreements including e-signature collection and autonomous archiving in Veeva CORS
- Autonomous filing of department-specific legal documents
- Support of onboarding process of new employees as first contact for problem solving
- Arrange internal/external correspondence including courier shipments

Operational
- Controlling responsibilities:_
- Support generation of budget and monitoring of department budget
- Manage purchase orders of department and keep track of invoices
- Monitor and control spending of travel
- Manage sponsoring activities including documentation of events after consulting division head
- Organize onboarding of novel employees including organization of workspace and workplace equipment
- Organize events for DD Chemistry or research organization (Drug Discovery Day)
- Autonomously maintain ResearchHub microsite of DD Chemistry and Elpis portfolio microsite
- Communicate departmental news on Elements
- Coordinate office space and laboratory space in collaboration with division head and FM
- Manage setup of IT tools, training and problem solving in collaboration with GIS

**Qualifications and Experience**:

- **_Relevant working/residency permit or Swiss/EU-Citizenship required_**:

- Commercial apprenticeship (KV-E/M) or similar
- 5+ years of experience in an administrative role in a multinational company, ideally in Pharmaceutical/BioTech Industry
- Business fluency in English. German and/or French would be an advantage
- Positive personality with outstanding communication skills
- Motivation to support and pro-actively create solutions in a multi-cultural environment
- Ability to work independently with high customer orientation and pro-active approach to deliver high quality results
- Inclusiveness and effective teamwork and collaboration skills with various levels of diverse stakeholders