On behalf of our client, a global biopharmaceutical company (focus on oncology) with a regional headquarter located in the Basel area and currently more than 9,000 employees worldwide, we are seeking immediately or by arrangement and for an expected term until 31.12.2023 (as may be extended) an Administrative Assistant, Commercialization (100%; Contractor):

Responsibilities:

• Reporting to the Country Coordinator Sub Region Europe (23 countries), provide general administrative and project support to the group’s local x-functional teams, mainly in Commercial, Market Access and Medical Affairs, with a key focus on purchasing processes, contracting, vendor management, event support, team support, support in development of materials and local internal local /(external) communication assistance
• Conduct clerical duties, incl. filing, answering phone calls, responding to emails, and preparing documents
• Organize mail, couriers, office operations and procedures
• Support organization of internal meetings and such with customers and partners, incl. catering
• Support the planning and conduct of leadership meetings by, e.g., coordinating the preparation of the agenda and/or taking of minutes
• Coordinate all office equipment needs with IT department
• Support in management relationships with vendors, service providers
• Act as contact person for health and safety processes
• Handle expenses and reconcile corporate credit card expenses monthly
• Vendor on-boarding, contract management and raise PO’s
• Assistant support in cooperation with 3rd parties, incl. HCPs
• Support management of local opex: raise PO and track opex
• Assist on-boarding plan for new hires within affiliates
• Assist with travel arrangements for the leadership as needed
• Perform such other duties as assigned by Country/General Manager
• Support external live and digital events (congresses, workshops etc) in cooperation with local teams and/or agencies
• Support preparation of promotional and medical materials according to needs of team
• Support internal material approval and documentation process
• Support congress and conference planning and administration
• Support communication projects and production of communication campaigns
• Support in structuring and managing processes and regulations, i.e., support compliance activities as local declaration/authorization, participate in legal review of agreements with healthcare professionals, hospitals, organizations, etc., participate in personal data protection implementation
• Be familiar with the ABPI and IPHA codes as required knowledge (read and understood)
• TOV data collection

Requirements:

• Commercial apprenticeship or other relevant degree or professional training in business administration (or similar); additional degree as Executive Assistant (or related) would be a plus
• 5+ years of experience providing administrative support, ideally gained in the pharma or biotech industry and incl. exposure to senior management and multiple disciplines like Procurement, Finance and event support
• Excellent written and verbal knowledge of German and English (each at least level C1)
• IT savvy: Advanced IT user skills, incl. knowledge of MS Word, Excel, PowerPoint, SharePoint, Outlook and SAP; quick learner
• Strong interpersonal skills, can do attitude and problem-solving skills
• Able to multi-task, be structured, and meet compressed timelines
• Ability to work in a diverse, dynamic and fast-changing, complex environment
• Strong collaborative spirit is essential
• Accustomed to deliver high quality results and strives for constant improvement
• Activities might include exposure to confidential and sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment
• Ability to limited travel (max. 10%)
• Eligible for Swiss work permit and residence in greater Basel area, including France and Germany

Place of work: Basel area