Administrative Assistant – 50%

Reference Number: 895457- W
Type of placement: Contract, 6 months
Location: Switzerland, North East / Central

Introduction:

  • Administrative support to a group head
  • Administrative support to the team members in safety science oncology group.

Main Responsibilities:

  • Support Physician / Managers with reports / issue workups • Allocate Report numbers / Format and finalize Reports according to formatting guidelines • Collect signature approval from Line Manager • Publish/ archive finalized documents.
  • Get purchase orders for Vendors / Coding of incoming invoices via Ariba • Tracking of purchase orders / Settle Travel / Entertainment Expenses
  • Travels / Register people to congresses / Internal Meetings / Teleconferences / Videoconferences • Offsite Meetings / Select Restaurant and Menus for external entertainment and offsite meetings • Organize social events / Organize refreshments for meetings/ support/assist visitors
  • Organize interviews
  • Liaise with Safety Training Department to arrange welcoming and induction package • Liaise with IT in order to organize desk, hardware, software etc.
  • Liaise with the responsible Manager in order to find out special needs.
  • Prepare meeting schedule of the first working days
  • Update of various records and databases
  • Utilizing various tools keeping departmental lists up to date
  • Literature searches (organize translation of articles if needed) •
  • Order office supply / Liaise with IT (e.g. Hardware / Software)
  • Organize Printing and scanning orders with repro / Liaise with facility management
  • General filing/archiving (internal, external)/copying (Paper, electronic)
  • Legal requests: document retrieval/filing/archiving/copying

Qualifications and Experience:

  • Commercial diploma or equivalent;
  • 3 or more years’ work experience in an administrative environment, organizational skills, initiative, enjoys working in a team;
  • Excellent command of English
  • Good command of German is an asset
  • Proficiency in using MS Office applications
  • Strong organization skills
  • Business Awareness
  • Communication skills
  • Customer service orientated
  • Team Player
  • Priorities workload and communicate proactively
  • Open-minded and flexibility

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