Administrative Assistant

Reference Number: 895407- W
Type of placement: Contract, 12 Months
Location: Switzerland, North West

Introduction:

Main Responsibilities:

  • Assists proactively the department and manages working schedule of team members
  • Organizes travel schedules, seminars, accommodation
  • Making sure that the electronic data sheet for the travel budget tracking is always up-to-date;
  • Organizes internal and external conferences and meetings, prepares technical facilities agenda and takes minutes
  • Manages, tracks and follows up on all contracts (Consultancy agreements, work orders (WOs), contractors applications, etc.), invoices related to contractors, consultants or investigators expenses, and services according to the official procedure
  • Takes responsibility for specific tasks: Production, distribution, tracking, and archiving of internal documentation and managing and dispatching of document libraries. These tasks may require project management activities such as tracking to ensure completion
  • Coordinates Compassionate Use (CU) related activities: Responsible for collecting the requests from the Affiliate Medical Directors (AMDs), organizes CU review committee, writes meeting minutes, handles the tracking sheet, and archives all requests. Acts as the interface between the AMDs and the CU committee in Headquarters (HQ)
  • Coordinates Medical Emergency Hotline (MEH) related activities: Responsible for reporting and following up on real and test calls, and acts as the intermediary with the corresponding External Service Providers (ESPs)

Qualifications and Experience:

  • Experience as an administrative assistant, preferably in an international environment
  • Experience as administrative assistant in the pharmaceutical company is plus
  • Strong knowledge in Microsoft Office, Internet, email and meeting scheduling
  • Ability to communicate effectively in English (spoken and written); other languages advantageous
  • Ability to work under pressure and independently in accordance with the department priorities
  • Detailed oriented, with good organizational and problem solving skills
  • Good interpersonal skills; must be a good communicator and must be able to facilitate departmental cooperation.

Our Offer:

  • Assists proactively the department and manages working schedule of team members
  • Organizes travel schedules, seminars, accommodation
  • Making sure that the electronic data sheet for the travel budget tracking is always up-to-date;
  • Organizes internal and external conferences and meetings, prepares technical facilities agenda and takes minutes

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