Administrative Expert – to start immediately


Reference Number: 896005-W
Type of placement: Contract, 15 months


Our client is a leading global player in the Pharmaceutical industry with global headquarters in Basel, Switzerland are looking for a Administrative Expert to provide efficient, effective and independent administrative support to the Global Head External Communications and the Head Communications Switzerland as well as providing support to their respective teams.

Main Responsibilities:

  • Deals with complex administrative and organizational assignments independently
  • Takes care of general administrative tasks, calendar management, dealing with and replying to correspondence, filing, appointment and deadline coordination specific to the department.
  • Agenda preparation and minutes handling for team meetings.
  • Handling of projects and event administration: Supports the team in general event management logistics while taking on independent logistics management for internal and external meetings / events. Among others, this includes international meetings with company communications professionals as well as external PR Agencies, media and journalists.
  • Media Inbox: Supporting and maintaining the media inbox by triaging media inquiries and other requests.
  • Team development & training: Assists in scheduling individual and team milestones, such as year-end discussions, objective setting as well as supporting training registration for team members. Also includes organization of candidates interviews and on-boarding of new staff including familiarization with systems, setting up hardware and workstations, as well as working place. Get acquainted with and maintain Sharepoint sites for the department.
  • On and off boarding of team members: Handles the on and off boarding processes of team members within the External Communications and the Communications Switzerland team. Which includes preparing the workspace and required resources, such as: office and IT equipment, business cards, access to buildings, the media inbox, systems and various Sharepoints, meetings, parking etc. I
  • nteraction: Works closely with the assistants of other teams and informs, advises and supports the team and associates from outside the team on processes, room and meeting coordination for team members
  • Budget and PO tracking: Working closely with the Corporate Finance and Control Manager to manage and keep track of Purchase Orders and overall Budget.
  • Team travel management & expenses: Manages all team travel arrangements. Includes working with travel center to book travel and manage associated costs. Process expenses for the associates of the team and for visitors/contractors.

Qualifications and Experience:

  • Commercial background: Commercial School (business school).
  • Must have very good administrative and coordination skills/experience. Experience as an Administrative Expert; Executive Assistant with PA experience preferred.
  • Flexible, solution-oriented individual who enjoys handling a diverse, demanding workload.
  • Language skills: Excellent written and spoken English and German. Knowledge of other languages (e.g. French) advantageous
  • Relevant Swiss working/residency permit or Swiss/EU-Citizenship required.