Administrative Assistant (m/f/d)

REFERENCE NUMBER:

491976/1

MY DUTIES:

- Coordinate activities for designated Business Units (BU) and provides the essential support to build and maintain company's business operation and processes  
- Point of contact for ad hoc queries for appointed Business Units
- Continuously develops and communicates efficiencies for functional area.
- Reporting into both Heads of appointed BU 
- Maintain a high level of organization of both BU’s agenda, meetings, and department activities
- Daily organizational and administrative tasks (calendar, travel, meetings, visa issues, telcos, meeting minutes, travel settlements) 
- Planning of both internal and external business meetings and workshops 
- Support and backup for department accounting processes (opening POs, managing accrual, invoice processing) in collaboration with the brand managers 
- Support execution in activity management (CRM), contact management 
- Act as a coordinator of information and communication both within and between the central team and affiliates/partners 
- Management and filtering of phone calls, mail and email, clarifying/highlighting required action, initiating internal investigations, response and required actions 
- Welcome guests and business partners and handle any temporary organization they may need 
- Participate in the planning and logistic support of external activities 
- Organizing travel by booking accommodations and reservations needs as required 
- Maintaining and entering information into databases 
- Develop and refine administrative procedures using technology to streamline processes 
- Prepare and issue presentation material 
- Independently drive and complete assigned projects 
- Timely delivery of tasks / full ownership of assignments 
- Proactively pick up any tasks / issues as required 
- Handling contracts / signatures, invoices 
- Back-up for other Assistants

MY QUALIFICATIONS:

- Profound previous experience as an department assistant is required 
- Experienced in Microsoft Office (Outlook, Word, Excel and PowerPoint) 
- Practical business-oriented solution approach 
- Fluent German and English both written and oral is mandatory; French is a plus
- Able to stay calm in stressful situations 
- Capable of working independently as well as in teams 
- Take ownership for given responsibilities 
- Excellent communication and organization skills 
- Service minded, structured and open minded working style 
- Very strong in communication and able to deliver a high working level 
- Flexible, proactive, assertive, committed and reliable

MY BENEFITS:

- Fascinating, innovative environment in an international atmosphere
- A very renowned company in the pharmaceutical sector (Big Pharma)

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
Marc-Sebastian Heftrich

Reference number
491976/1

Contact
E-Mail: [email protected]