Administrative Assistant

Beschreibung:
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 an international pharmaceutical company based in the Rotkreuz region we are looking for a Administrative Assistant (Services).

**Administrative Assistant (Services)**:
**Background**

At Roche, we believe it is urgent to deliver medical solutions now - even as we develop innovations for the future. We are passionate about improving the lives of patients with brain diseases, and strive for ambitious ideas, innovative approaches and urgent action. Our belief is that our success as a company will come from developing therapies for patients in need which is why we come to work every single day. We commit ourselves to scientific rigor, unassailable ethics, and access to medical innovations for all. We do this today to build a better tomorrow. Within Roche’s Pharma Research and Early Development (pRED), Neuroscience & Rare Diseases represents a major focus area where we are committed to realizing our long-term vision of changing lives of patients with severe brain disorders. Our 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, Roche is uniquely positioned to lead in transforming science to medicines for patients with disorders of the nervous system. We are currently looking for talented, passionate, organised and detail oriented Administrative Assistant to support
colleagues in our 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. The position is based in Basel, Switzerland.

**Task and Responsibilites**

Document Management
- 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)

Personnel
- 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)

Meetings
- 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

Travel
- 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

Other Administrative
- 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

**You must have these qualifications**
- 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