Overview
Administrative Team Assistant Jobs in Basel, Switzerland at Hays
Title: Administrative Team Assistant
Company: Hays
Location: Basel, Switzerland
For our client from the pharmaceutical industry, we are looking for a Administrative Team Assistant.
As an administrative Team Assistant you will work closely with the NRD DTA Administrative community to support tasks related to Meeting, Events, Calendar Management and administrative tasks like procurement, office supply and local logistics support.
General Information:
• Start date: 01.05.2024
• latest Start Date: 13.05.2024
• Planned duration: 1 Jahr
• Extension: highly likely
• Workplace: Basel
• Workload: 100%
• Remote/Home Office: 1 mal wöchentlich
Tasks & Responsibilities:
• Planning and coordinating onsite/offsite meetings and/or team events, coordinating national/international travel and conference calls
• Support coordinating department/functional meetings
• Travel Management
• Expense Reports
• Support budget management, preparing and submitting purchase orders and maintaining vendor relations, accruals and compiling expense reports
• Tracking contracts, arranging signatures
• Catering
• Support the project and coordination of various activities
• Support management and organization of events (e.g. JP Morgan conference, R&D Fairs, Summits, Global Meetings, Seminars, etc.)
• Support setting-up and maintaining of gSites
• Participating in administrative project initiatives
Must Haves:
• Commercial diploma or higher education
• Min. 3 years work experience in a multicultural environment – in an administrative role
• Previous exposure as Project Coordinator or Management Assistant is a plus
• Very good knowledge of Google apps (including Mail, Calendar and Drive), SAP Environment (MyBuy, Concur etc.), Video Conference tools (i.E Zoom, Gmeet)
• Profound experience in drafting email communications on behalf of manager, team, network, leader, etc
• Ability to manage complex scheduling, in multiple time zones, various levels of internal
• Experience in independently leading the planning & execution of meetings, workshops, events
• Fluent in English
• Strong organizational skills and ability to work independently as well as a high degree of accuracy and attention to detail
• The ability to prioritize and coordinate complex workloads to meet deadlines
• Discretion, flexibility and proactivity. Enjoy operating individually and as a member of a team of administrative professionals.
• A can-do, positive mindset with creative ways to resolve topic
• Experience working in diverse and complex organizational cultures and structures and confident in dealing with senior leaders
and external stakeholder management, often with a high level of confidentiality required
• Previous interaction in an agile environment with flexibility, empowerment, and authenticity
• Ability to partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials
Nice to haves:
• German
