Overview
Overview
Our client, a global market leader in the production and process support of active pharmaceutical ingredients, is looking for a German-speaking (Junior) Administrative Project Assistant for a 12-month contract (with possibility for extension) based in the Valais area, Switzerland.
Responsibilities
Project Administration & Coordination
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 (badge requests, IT access, training coordination, workspace setup, etc.)
Manage seat planning and workspace allocation for project staff and contractors
Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, 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
Documentation & Workflow Management
Maintain and organize project documentation in alignment with company and GMP documentation standards
Initiate and track document workflows (e.g., via DocuSign or internal systems)
Support document control activities, including 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
Training & Compliance Administration
Coordinate and track completion of required GMP and EHS trainings for internal and external team members
Support preparation of documentation for internal project reviews (and audits or inspections, if applicable)
Communication & Reporting Support
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 and Experience
Relevant working/residency permit or Swiss/EU-Citizenship required
Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience
Proven experience in an administrative or project coordination role, ideally within a GMP-regulated, biopharmaceutical, or technical project environment
Excellent organizational and coordination skills with high attention to detail
Strong communication skills and service-oriented mindset
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems 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
Collaboration with cross-functional teams (Engineering, QA, Operations, HR, EHS, Procurement)
Exposure to a dynamic, fast-paced project environment with external contractors and partners on-site
Seniorities & Employment
Associate (Seniority level)
Temporary (Employment type)
Administrative (Job function)
Pharmaceutical Manufacturing and Biotechnology Research (Industries)
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