Overview
Administrative Specialist Jobs in Basel, Switzerland at Hays
Title: Administrative Specialist
Company: Hays
Location: Basel, Switzerland
Administrative Business Partner
• Start date: asap
• Planned duration: 1 year
• Workplace: Basel
• Workload: 100%
Tasks & Responsibilities:
• Accountable for foundational administrative activities like calendar management and scheduling of department and team meetings within multiple time zones including calendaring and use of required physical and virtual room reservation systems and the participation of internal and external stakeholders
• Manage complex scheduling including global summits, department offsites, confidentiality, senior leaders, government officials, etc
• Lead and coordinate simple to complex event management activities including agenda creation, vendor management and event support including town halls, sprints, and F2F meetings
• Collaborate with strategic event services and town halls, independently lead planning and execution for large scale high visibility events
• Support and lead communication activities including drafting emails for supported leaders, creating event and meeting agendas and supporting materials, communicating department policy and process information, and solicitation of feedback and surveys
• Influence and support employee and team experience through recognition of milestones (anniversaries, birthdays, life events) coordination of huddles and community driven informal team activities, managing administrative and logistics of onboarding, and robust, consistent support of interviewing process
• Support complex, international, and large group travel accommodations and associated expense reporting when appropriate
• Act as translator by grasping business context and needs and translating into support activities that support department contributions and value generation.
• Ability to work globally from location agnostic hubs and build relationships with partnered teams, functions, and business units in multiple time zones
• Act as go to person for facility and IT service requests including space planning, central office supplies process, and remain up to date for all associated training
• Manage financial PO, invoice, vendors, SOWs, and contract processes and participate in RFP and vendor selection process
• Manage department email distribution lists, print services and shipping/labeling and information and content repositories (gSites, share drives, etc)
• Demonstrate high levels of autonomy and help teams prioritize overall work-plate ensuring balanced support and ensuring the “right” work gets done in order
• Demonstrate pragmatic approaches by following defined processes and remaining flexible when needed to ensure business needs are met with high quality and on time
• Navigate complex scenarios helping teams to identify solutions, define new processes, and share new knowledge with learning experiences
• Actively participating in meetings, promoting new ways of working and improvements to work processes, as well as sharing ideas and support amongst colleagues
Must Haves:
• A Bachelor’s Degree or a commercial degree with equivalent experience (*****)
• Proven experience in an administrative role, supporting senior executives or leadership teams (*****)
• Prior experience working in administrative role within Roche is required (*****)
• Proficiency in Google suite (gMail, gCal, gDrive, gSlides, gSheets etc.) and other office productivity tools (*****)
• English fluency is required
• Ability to make independent decisions and probl…
