Administrative Team Assistant for F. Hoffmann La

We make it GmbH is a company operating nationally in Switzerland, which has a high level of competence in the personnel services sector 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 make it GmbH places the highest demands on quality, ethics and discretion.

For our client, the company F. Hoffmann La Roche based in Basel, we are looking for an Administrative Team Assistant (m/w/d).

Background

We are currently looking for a talented, passionate, organized and detail-oriented Administrative Assistant to join our admin team and to support scientists and staff within Roche with their day to day operational and administrative tasks. To be successful in this role, you'll need to enjoy helping others, be able to spot issues and roadblocks in advance and to work collaboratively to resolve them.

As a part of our team, you will directly contribute to the success of Roche’s. As an administrative Team Assistant you will work closely with the NRD DTA Administrative community to support tasks related to Meeting, Events, Calendar Management and administrative tasks like procurement, office supply and local logistics support.

Tasks

This position will report to the Global Head of Operations.

As a Network Administrative Team Assistant you will play a variety of roles according to your experience, knowledge, and the general business/team requirements, such as:

- Calendar Management
- Travel arrangements
- Scheduling of Network and Team Meetings (Onsite, offsite, live or virtual)
- Event Management
- Coordination & execution of team offsites
- Meeting Management
- Attend internal meetings & assist in note taking and action item follow up
- Arrange all meeting needs (Catering, mtg materials, special room set up, etc.)
- Organize seminars with internal and external attendees
- Document Management
- Interface with IT department for all system/database related requests
- Handle all administrative aspects of the spend management system MYBUY
- Work with other administrative staff to ensure consistency of approach and exchange of best practices.
- Provide back-up support in the absence of other administrators
- Adopt a proactive approach to working within a team of administrative professionals, seeking opportunity to support, to fill gaps and to generally contribute to enhance overall team performance and success

**Requirements**:

- Commercial diploma or higher education \*\*
- Min. 3 years work experience in a multicultural environment - in an administrative role \*\*\*\*
- Previous Roche Experience \*\*\*
- Previous exposure as Project Coordinator or Management Assistant is a plus
- Very good knowledge of Google apps (including Mail, Calendar and Drive), SAP Environment (MyBuy, Concur etc.), Video Conference tools (i.E Zoom, Gmeet) \*\*\*\*\*
- ability to manage complex scheduling, in multiple time zones, various levels of internal \*\*
- Experience with independently lead the planning & execution of meetings, workshops, events \*\*
- Fluent spoken and written English
- Strong organizational skills and ability to work independently as well as a high degree of accuracy and attention to detail
- The ability to prioritize and coordinate complex workloads to meet deadlines
- Discretion, flexibility and proactivity. Enjoy operating individually and as a member of a team of administrative professionals.
- A can-do, positive mindset with creative ways to resolve topic
- Experience working in diverse and complex organizational cultures and structures and confident in dealing with senior leaders and external stakeholder management, often with a high level of confidentiality required
- Previous interaction in an agile environment with flexibility, empowerment, and authenticity
- Ability to partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials

Nice to haves
- German

Work hours
- 40 h / Standard
- Remote/Home Office: on-site required (no Home office)

Are you interested?

We look forward to hearing from you.