Administrative Assistant

Description

Debiopharm is an independent biopharmaceutical company based in Switzerland with an ongoing commitment to research in oncology and infectious diseases in order to improve patient outcomes and quality of life. Our main activities include drug development, drug manufacturing and digital health investment. Debiopharm International SA aims to develop innovative therapies that target high unmet medical needs. Our unique “development only” business model allows us to act as a bridge between disruptive discovery products and patient access in international markets. We first identify high-potential compounds for in-licensing, clinically demonstrate their safety and efficacy and then select large pharmaceutical commercialization partners to maximize patient access globally.

At Debiopharm you will be at the forefront of the fight against cancer and infectious diseases, and you will have the opportunity to work on new innovative medicines for patients. Efficiency is our mode of action, saving lives our collective target.

For our Business & Commercial - Communication organization based at our Headquarters in Lausanne, we are looking for a

Administrative Assistant & Communication Project Coordinator

We’re looking for a Communication Project Coordinator & Administrative Assistant to join our friendly, dynamic Communication team at Debiopharm in Lausanne, Switzerland. For this junior-level position, you’ll be able to develop your communication project coordination skills to organize pharmaceutical conference participation, carry out internal communication initiatives, and manage the steps for external corporate campaigns. Your strong organizational skills will be leveraged to oversee the team’s budget, invoice processing, film studio booking and meeting organization.

You will support the Head of Communications and enjoy collaborating with content creators and digital communication colleagues along with the Business and Commercial team to assure the smooth completion of the communication team’s objectives.

**Your responsibilities will be but not limited to**:
Oversee the organization, calendar and the logistics of internal and external corporate events (conferences, corporate booths, award ceremonies, breaking news, team building, internal reviews ).
Support the Head of Communications in the smooth running of the company Communication Projects and in implementing strategic priorities.
Work closely with the Digital Communication Specialist to suggest and bring additional content, take part in the increase and improvement of internal & external communications in accordance with defined corporate and business objectives
Liaise with Head of Functions of the assigned functions to build the yearly department budget and accurately manage related invoices and expenses. Establish and control the Communications Budget.
Project management of internal and external communication initiatives for different departments
Provide administrative support of the team (meeting scheduling,, travel expenses, etc.) in collaboration with the Senior Administrative Assistant of the department, act as back-up as necessary for the department.
Take care of all aspects of the team travel, including flight and hotel reservations, conference registrations, travel expenses as well as airport transfers and visas.
Create and edit documents in French and English such as internal & external communications (including digital media), meeting minutes and PowerPoint presentations.
Work across departments and with other Administrative Assistants to facilitate interview schedules, large team meetings and outside partners meetings;
Coordinate the needs for the use of the studio to provide relevant video content and bring new ideas how to create new formats. Support the filming and light post production of internal videos
Ensure timely and smooth information sharing within the department and pay attention to team members’ needs and requests to promote a favourable working atmosphere
Willingness to take on additional relevant communication projects when needed.
**Requirements**:
Bachelor’s degree or other accredited equivalent level.
At least 1-2 years of experience in a demanding, fast-paced office environment including support of a team.
At least 2 years of communication project coordination experience, having worked on events, digital, print or live initiatives within a team.
Open, proactive and positive personality.
Demonstrate excellent written and verbal communication skills in English and French.
Ability to handle multiple tasks simultaneously on short notice and meet requirements in a fast-paced, high-expectation environment with mínimal supervision.
Excellent collaborative attitude with proven ability to establish and maintain the highest level of professionalism, confidentiality and trust.
Ability to solve problems and to anticipate potential issues.
Demonstrate strong organizational skills, detail and deadline oriented with