The Life Science Career NetworkCTC are specialised industry experts who can help companies source the best talent and provide reliable HR and consulting services, support varied candidates in finding promising career opportunities and offer the latest in skill development training programmes.Administrative AssistantOur client, an innovative and dynamic bio-pharmaceutical company headquartered in Switzerland, covering multiple therapeutic areas, is looking for an Administrative Assistant for a 18-month contract (with possibility for extension) based in Basel, Switzerland.Administrative Assistant is an independent, motivated team member and provides administrative support to Clinical Development and Analytic team members with minimal supervision. Performs secretarial and administrative duties for a group of managers and both internal and external associates. Acts as an information source on organizational policies and procedures. May gather, compile, and report information relevant to current assignments. May provide guidance and direction to other administrative associates.Main Responsibilities:
Provides administrative support to clinical trial teams, which can include:
Scheduling/arranging meetings
Managing complex calendars
Processing of purchase orders and receipt of invoices
Organizing and maintaining global travel arrangements
Processing expenses via Concur
Department ordering (business cards, hardware/software, supplies, etc.)
Critically reviewing and proofing documents
Owning, updating and maintaining distribution lists
TimeSheet Coordinator responsibilities
Processing catering requests
Creating requisitions for departmental new hires
Scheduling interviews and onboarding new hires
Registering, receiving and refering visitors
All facets of booking video and conference rooms globally
Facilitates communication between the client and vendors by initiating conference calls/meetings
Handles confidential information and communications with all levels of management in a professional manner
Acts as liaison across departments and line functions to ensure proper communications/reporting practices
Interacts with internal and external sources, often at the sr. management levels
May be responsible for data tracking and managing logistics for large meetings (internal and external)
Prepares routine and complex documents, and actively manages/organizes files
Handles mailings and distribution of materials for clinical trial teams
Responsible for coordinating with building services for maintenance requests
Supports/enters data into systems when required (e.g., TimeSheet, BrassRing, CREDI/SUBWAY, HRCore, Concur and Horizon)
Provides assistance and training to other administrative staff, as needed
Sets a good example for other administrative staff in both Functional areas and Values and Behaviors
Maintains and archives project study files, mails study supplies and track shipments, as needed
Assembles relevant data, compiles statistics or information, as directed, for use by others
Supports compliance-related requests including audits/inspections with the highest quality
Updates and makes revisions to documents and presentations (may include updates to organizational charts)
May report monthly staffing changes/updates
May provide direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment
Bachelor's degree or equivalent senior administrative experience preferred
Fluent English (oral and written); German a nice to have
Position requires intermediate to advanced administrative experience (minimum 7 years)
May require advanced secretarial or advanced technical administrative education
Ability to exercise independent discretion/judgment and solve complex problems
Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet
Previous experience with Concur, Ariba and Elance, strongly preferred
Input to changes in work processes and work flow is often required
Strong ability to support and adapt to changes within the organization
Sets a positive example for other administrative assistants within the group
Strong communication skills (both written and verbal)
Expert team player
Would you like to learn more about CTC and the opportunity outlined? Please, get in contact with us: you may either use the 'apply now' button, or write an email to us, or reach out to us on the phone.
