Join Experis Switzerland as a Project Assistant to support the execution of CapEx projects in a biopharmaceutical manufacturing environment.
Key Responsibilities
* Serve as the central point of contact for project-related administrative matters.
* Plan, schedule, and coordinate project meetings, workshops, and reviews.
* Prepare, distribute, and archive meeting minutes and action item lists.
* Support project onboarding/offboarding processes for internal and external team members, including badge requests, IT access, training coordination, and workspace setup.
* Manage seat planning and workspace allocation for project staff and contractors.
* Coordinate onboarding of EPCM and other external contractors, ensuring compliance with NDA processing and training completion tracking.
* Maintain up-to-date contractor lists, role assignments, and contact directories.
* Ensure contractors meet site-specific compliance and safety requirements prior to mobilization.
* Maintain and organize project documentation in alignment with company and GMP documentation standards.
* Initiate and track document workflows using DocuSign or internal systems, supporting version tracking, signature routing, and controlled storage.
* Liaise with Quality and Document Control departments to ensure adherence to applicable procedures.
* Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams.
* Support budget tracking from an administrative standpoint (no financial ownership).
* Maintain an overview of supplier and service contract documentation.
* Coordinate and track completion of required GMP and EHS trainings for internal and external team members.
* Support preparation of documentation for internal project reviews, audits, or inspections, if applicable.
* Maintain project communication channels and distribution lists.
* Support preparation of project communication materials, status reports, or presentations as requested.
* Assist in coordinating travel, visitor management, and on-site logistics for project-related activities.
Qualifications
* Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience.
* Proven experience in an administrative or project coordination role within a GMP-regulated, biopharmaceutical, or technical project environment.
* Excellent organizational and coordination skills with high attention to detail.
* Strong communication skills and a service-oriented mindset.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems is advantageous.
* Ability to handle multiple priorities and deadlines in a dynamic project environment.
* Discretion in handling confidential information.
* Reliable, structured, and proactive working style.
* Collaborative and supportive team player.
* Comfortable working with both technical and non-technical stakeholders.
* Fluent in German and English, both written and spoken.
Seniority Level
* Entry level
Employment Type
* Full-time
Job Function
* Information Technology
* Chemical Manufacturing
We encourage referrals; they can double your chances of securing an interview at Experis Switzerland.
If you are interested and believe you are a good fit, do not hesitate to contact us directly.
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