Beschreibung
Administrative Assistant (f/m/d) - Pharma /administration / German / English / GoogleProject:
For our customer a big pharmaceutical company in Basel we are looking for a highly qualified Administrative Assistant
Background
Within Roche's Pharma Research and Early Development (pRED), Neuroscience & Rare Diseases represents a major focus area where we are committed to realizing our long-term vision of changing lives of patients with severe brain disorders. Our preclinical research and early clinical development activities center around large and rare indications within the four major pillars of neurodevelopmental disorders, movement disorders, dementias, and multiple sclerosis. With unparalleled strengths across diverse disciplines, Roche is uniquely positioned to lead in transforming science to medicines for patients with disorders of the nervous system.
The perfect candidate:
The ideal candidate is someone who has previous work experience as an administrative assistant and gained some further work experience in a multicultural environment. In regards to the soft skill the person needs to be proactive and a good team player with a positive mindset. Fluent in English is a must and previous Pharma experience is a strong advantage
Tasks & Responsibilities
Document Management
* Update relevant people lists and Roche databases (i.e. RADA, mailing lists for Research, NRD DTA people and office list)
* Interface with IT department for all system/database related requests
Finance
* Be the super-user and go-to-person for lab heads/section heads in case of ARIBA questions
* Handle all administrative aspects of spend management system ARIBA (raises and updates Purchase Requisitions for departmental supplies and invoices)
* PO generation; lead and follow respective ARIBA process and invoicing with third parties (in collaboration with respective procurement or partners)
Personnel
* In collaboration with the hiring manager support recruitment process for hiring new people (setting up agenda for interviews, invite interviewers, coordinate with HR)
* Coordinate and organise interview candidates together with HR Recruiting
* Administrative on-boarding/offboarding of lab personnel, scientists and lab heads in collaboration with the respective line manager (set up work space, help execute the onboarding/offboarding guidance list)
Meetings
* For guests speakers: be the representative voice and face of our organisation when interacting with guest; arrange travel, accommodation and seminar in collaboration with the host
* Based on need assist in the organisation of internal meetings for teams and sections, including teleconferences and video conferences and google hangout meetings
Travel
* Organisation of travels, hotel bookings, car hire, itineraries for business related activities for section heads
* Occasionally support of lab technicians with booking trips for courses and payment of courses
* Introduction and support with travel expense system CONCUR for new team members
Other Administrative
* Be a key person of trust and confidentiality for section heads and section members
* Work with other administrative staff to ensure consistency of approach and exchange of best practices.
* Suggest new and optimized ways of administrative working and enable implementation of new approaches.
* Provide back-up support in the absence of other administrators
Must haves:
* Min. Commercial diploma or similar
* At least 2 years' work experience in a multicultural environment, preferably in a similar position within the pharmaceutical, biotechnology or related industry
* A few years of previous Admin Assistant experience
* Good knowledge in Google (Mail, Calendar and Google Drive) and MS Office
* Fluent spoken and written English, German and other languagesis a plus
* You bring strong organisational skills and ability to work independently as well as a high degree of accuracy and attention to detail
* Is self-motivated and proactive with a very high degree of reliability
* You have the ability to prioritize and coordinate complex workloads to meet deadlines
* You are discreet, flexible and a good team player
* A can-do, positive mindset with creative ways to resolve topic
* Knowledge of the Roche organisation, tools, IT infrastructure and databases beneficial
* Live and spread the Roche values
* Improve the way we are working in Research, optimize processes or suggest optimization where you see the need
* Always act and interact in a positive, collaborative and friendly manner, with an agile and open attitude
Reference No.: 921829SGR
Role: Administrative Assistant
Industry: Pharma
Location: Basel
Workload: 100%
Start: 01.09.2022
Duration: 12 Monate
Deadline: 16.08.2022