Overview
Administrative Assistant Jobs in Lausanne, Vaud, Switzerland at LAIZ Regulatory Science Consulting
Title: Administrative Assistant
Company: LAIZ Regulatory Science Consulting
Location: Lausanne, Vaud, Switzerland
Company Description
LAIZ Regulatory Science Consulting (www.laizregscience.com) is a boutique consulting firm specializing in regulatory affairs supporting biotechnology and pharmaceutical companies in the development of new medicines for the treatment of cancer, autoimmune and rare genetic diseases.
Administrative Assistant (Part-Time) – Regulatory Affairs Consulting
We are expanding and are looking for a proactive and organized **Part-Time Administrative Assistant** to support our day-to-day operations. This is an ideal role for someone who thrives in a fast-paced professional services environment and takes pride in keeping things running smoothly behind the scenes.
Key Responsibilities
- IT & Digital Tools
– Manage and organize company email accounts, including inbox triage, flagging priority messages, and drafting routine correspondence
– Administer Microsoft Teams, including setting up channels, managing access, and supporting the team with basic troubleshooting
– Serve as the first point of contact for common IT issues, coordinating with external IT support when needed
- Contract & Agreement Management
– Maintain and organize the company’s repository of client and vendor contracts
– Track contract lifecycles, including start dates, renewal deadlines, and expiry notices
– Assist in preparing, formatting, and distributing contractual documents for review and signature
– Liaise with clients and partners to collect signed agreements and ensure documentation is complete
- Meeting Scheduling & Coordination
– Manage calendars for consulting staff and coordinate internal and external meetings across time zones
– Send meeting invitations, prepare agendas, and follow up on action items
– Arrange video calls via Microsoft Teams and other platforms as needed
- Invoicing & Billing Support
– Prepare and issue client invoices using **Paymo** in a timely manner based on project milestones or monthly billing cycles
– Track outstanding payments and send polite payment reminders
– Maintain accurate records of invoices, purchase orders, and billing correspondence
– Coordinate with external accountants or bookkeepers as required
Required Qualifications
– 2+ years of experience in an administrative, office management, or executive assistant role
– Proficiency with **Microsoft 365** (Outlook, Teams, Word, Excel, SharePoint)
– Experience managing contracts or legal documentation is a strong asset
– Familiarity with invoicing and basic bookkeeping practices
– Excellent written and verbal communication skills in both **English and French** (bilingualism is required)
– High attention to detail, discretion, and the ability to handle confidential information
Nice to Have
– Prior experience in a consulting, legal, or regulated industry (life sciences, pharmaceuticals, healthcare, or similar)
– Experience with **Paymo** or similar project-based invoicing and time-tracking tools
– Comfortable working independently in a small-team environment
What We Offer
– Part-time position with flexible scheduling
– Flexible working arrangement *(remote / hybrid / on-site — adjust as applicable)*
– Opportunity to grow within a specialized and dynamic consulting firm
– Collaborative and supportive team culture
– Competitive compensation commensurate with experience
*To apply, please send your CV and a brief cover letter to: [email protected]
