Administrative Assistant - Pharmaceuticals

Xplore life sciences are recruiting for an Administration Assistant with experience working for Medical Departments within the Pharmaceuticals / Biotech industry for a Global Pharmaceuticals company.

The role is based in Allschwill Switzerland and expected to last for 9 months. 

The position will be within the Global Commercial Team to ensure an efficient and smooth day-to-day team operation and increase our effectiveness by optimizing administrative processes.

Job Requirements

• Supporting the team in all general administrative tasks (e.g. calendar management, arranging meetings, TC/VC/web conferencing, catering, travel organization, expense management, etc.)
• Helping to ensure that Functional commitments and deadlines are met
• Supporting Line Managers with onboarding of new employees (incl. interview scheduling), organizing IT equipment and workspace
• Maintaining the department's office infrastructure using corporate support functions like IT and Facility Management
• Ensuring that the Function conforms to corporate requirements (SOPs, Guidelines etc.)
• Management, tracking and following up on commercial team's contracts, work orders and invoices according to the official procedures.
• Maintaining the internal communication and document sharing platforms related to commercial department
• As needed/requested, working on specific projects
• Collaborating closely with the Executive Assistant of the CCO

Candidate Requirements

• High School degree; additional qualification as an Administrative assistant would be a plus
• Minimum of 5 years’ experience as an Administrative Assistant supporting a team (ideally within Pharmaceutical company)
• Proven record of working in a lively, international environment
• Desire to be pro-active and create a positive experience for others
• Strong organizational skills with the ability to prioritize, coordinate and multitask
• Excellent social and communication skills with a strong service orientation
• Proven record to perform effectively under pressure, keeping timelines
• Excellent computer skills, such as in MS O365 suite of applications
• Good team player with the ability to work independently and cope in a busy environment
• Fluent in spoken and written English; German and / or French would be a plus