Administrative Assistant 80% (m/f/d)

REFERENCE NUMBER:

410783/1

MY DUTIES:

-Support the assigned team members (telephone coverage, calendar management) and act as a contact person for general requests involving the department (such as moves, office set-up/allocations, etc.); respond to or ensure urgent issues are dealt with
-Organization and coordination of internal and external meetings (team meetings, video, teleconferences, Telepresence and meetings with iHCP (Healthcare professionals)) following compliance guidelines
-Type documentation, e.g. agendas, presentations, minutes etc. and file information such as reports and literature, email documents (hardcopy and/or electronic filing)
-Keep databases up-to-date: Intranet (departmental homepages); Shareweb, Touchpoint and Zinc; team and affiliates’ contact and address lists; organization charts and global lists
-Maintain Pharma-Res/update SAP holidays and sickness
-Assume responsibility for ordering and tracking of office supplies/stationery/business cards via ARIBA
-Raise Purchase Requisitions for departmental supplies and invoices on ARIBA and provide support to Procurement Administrator (invoices, PO's, accounting, ARIBA)
-Handle confidential HR issues such as recruitment of staff, personnel issues
-Travel and meeting organization worldwide in cooperation with the in-house travel centre and/or external parties if needed
-Interact with internal/external contacts via phone or email on behalf of the department, as required
-Ensure outgoing documents reflect the company corporate standard
-Collect and provide tool/information to aid managers/team members, recommend and make suggestions
-Coordinate interviews worldwide, assist new employees with Introduction program and help train new assistants
-Work closely with agencies incl. approval flow, general requests

MY QUALIFICATIONS:

-High ethical standards
-Strong planning, organizational and communication skills
-Strong team player with an open mind and a pronounced customer service orientation
-Fluent in written and spoken English and able to communicate in German; other languages are an asset
-Basic understanding of the Pharma industry
-Good knowledge of software applications (MS Office and Outlook)
-Substantiated working experience (preferably in a similar position or in event management, agency or travel agency)
-Experience managing diaries/calendars, working for multiple managers and dealing with internal and external customers
-Used to working in a fast paced environment with a busy work load
-Ability to prioritize workload and communicate proactively

MY BENEFITS:

-Extension option

PROJECT INFORMATION:

-You will work in an international environment

REMUNERATION DETAILS :

ABOUT HAYS:

With over 15 years of experience in the pharmaceutical industry, biotechnology and medical engineering, we know the key contacts at companies that are recruiting for challenging jobs with real potential. The current high demand for staff has opened up exciting opportunities for dedicated professionals looking to develop themselves professionally and to further their careers. As recruitment specialists with an international network of contacts, we can offer you decisive advantages – all completely free of charge. Register with us and reap the benefits of job offers that are both interesting and relevant to your skills and experience.

MY CONTACT AT HAYS:

My contact person
Athina Hondroulidou

Reference number
410783/1

Contact
E-Mail: [email protected]
Phone: +41-(0)61-2250513