Main Responsibilities:
1. Provides administrative support to clinical trial teams, which can include:
2. Scheduling/arranging meetings
3. Managing complex calendars
4. Processing of purchase orders and receipt of invoices
5. Organizing and maintaining global travel arrangements
6. Processing expenses via Concur
7. Department ordering (business cards, hardware/software, supplies, etc.)
8. Critically reviewing and proofing documents
9. Owning, updating and maintaining distribution lists
10. TimeSheet Coordinator responsibilities
11. Processing catering requests
12. Creating requisitions for departmental new hires
13. Scheduling interviews and onboarding new hires
14. Registering, receiving and refering visitors
15. All facets of booking video and conference rooms globally
16. Facilitates communication between the client and vendors by initiating conference calls/meetings
17. Handles confidential information and communications with all levels of management in a professional manner
18. Acts as liaison across departments and line functions to ensure proper communications/reporting practices
19. Interacts with internal and external sources, often at the sr. management levels
20. May be responsible for data tracking and managing logistics for large meetings (internal and external)
21. Prepares routine and complex documents, and actively manages/organizes files
22. Handles mailings and distribution of materials for clinical trial teams
23. Responsible for coordinating with building services for maintenance requests
24. Supports/enters data into systems when required (e.g., TimeSheet, BrassRing, CREDI/SUBWAY, HRCore, Concur and Horizon)
25. Provides assistance and training to other administrative staff, as needed
26. Sets a good example for other administrative staff in both Functional areas and Values and Behaviors
27. Maintains and archives project study files, mails study supplies and track shipments, as needed
28. Assembles relevant data, compiles statistics or information, as directed, for use by others
29. Supports compliance-related requests including audits/inspections with the highest quality
30. Updates and makes revisions to documents and presentations (may include updates to organizational charts)
31. May report monthly staffing changes/updates
32. May provide direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment
Qualifications and Experience:
33. Swiss working/residency permit and/or Swiss/EU-Citizenship required
34. Bachelor’s degree or equivalent senior administrative experience preferred
35. Fluent English (oral and written); German a nice to have
36. Position requires intermediate to advanced administrative experience (minimum 7 years)
37. May require advanced secretarial or advanced technical administrative education
38. Ability to exercise independent discretion/judgment and solve complex problems
39. Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet
40. Previous experience with Concur, Ariba and Elance, strongly preferred
41. Input to changes in work processes and work flow is often required
42. Strong ability to support and adapt to changes within the organization
43. Sets a positive example for other administrative assistants within the group
44. Strong communication skills (both written and verbal)
45. Expert team player