Administrative Project Assistant

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(Junior) Administrative Project Assistant (German-speaking)

Our client, a global market leader in the production and process support of active pharmaceutical ingredients, both in the chemical and biotechnology sectors, is looking for a German-speaking (Junior) Administrative Project Assistant for a
12-month contract (with possibility for extension) based in the Valais area, Switzerland.

The Administrative CapEx Project Assistant will support the successful execution of a capital expenditure (CapEx) project in a biopharmaceutical manufacturing environment. The role involves providing administrative and organizational support across all phases of the project, from conceptual design through to performance qualification (PQ), including GMP-compliant change management, vendor coordination, and team onboarding/offboarding. The position ensures efficient project documentation, compliance, and communication while assisting the Project Manager and team in maintaining the project's timelines and deliverables.

Main Responsibilities:

Project Administration & Coordination

• Serve as the central point of contact for project-related administrative matters
• Plan, schedule, and coordinate project meetings, workshops, and reviews
• Prepare, distribute, and archive meeting minutes and action item lists
• Support project onboarding/offboarding processes for internal and external team members (badge requests, IT access, training coordination, workspace setup, etc.)
• Manage seat planning and workspace allocation for project staff and contractors

Contractor & Vendor Onboarding Support

• Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, training completion tracking)
• Maintain up-to-date contractor lists, role assignments, and contact directories
• Ensure contractors meet site-specific compliance and safety requirements prior to mobilization

Documentation & Workflow Management

• Maintain and organize project documentation in alignment with company and GMP documentation standards
• Initiate and track document workflows (e.g., via DocuSign or internal systems)
• Support document control activities, including version tracking, signature routing, and controlled storage
• Liaise with Quality and Document Control departments to ensure adherence to applicable procedures

Procurement & Financial Administration

• Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams
• Support budget tracking from an administrative standpoint (no financial ownership)
• Maintain an overview of supplier and service contract documentation

Training & Compliance Administration

• Coordinate and track completion of required GMP and EHS trainings for internal and external team members
• Support preparation of documentation for internal project reviews (and audits or inspections, if applicable)

Communication & Reporting Support

• Maintain project communication channels and distribution lists
• Support preparation of project communication materials, status reports, or presentations as requested
• Assist in coordinating travel, visitor management, and on-site logistics for project-related activities

Qualifications and Experience:

• Relevant working/residency permit or Swiss/EU-Citizenship required
• Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience
• Proven experience in an administrative or project coordination role, ideally within a GMP-regulated, biopharmaceutical, or technical project environment
• Excellent organizational and coordination skills with high attention to detail
• Strong communication skills and service-oriented mindset
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems advantageous
• Ability to handle multiple priorities and deadlines in a dynamic project environment
• Discretion in handling confidential information
• Reliable, structured, and proactive working style
• Collaborative and supportive team player
• Comfortable working with both technical and non-technical stakeholders
• Fluent in German and English, both written and spoken.
• Collaboration with cross-functional teams (Engineering, QA, Operations, HR, EHS, Procurement)
• Exposure to a dynamic, fast-paced project environment with external contractors and partners on-site