Administrative Assistant (w/m/o) 50-100%

Established in 1985, IPS offers competent and high-quality staff leasing and staff recruitment solutions. With our expert consultants, who have thorough experience in recruiting for the life sciences industry, we count the top global pharmaceutical organisations in Switzerland as our clients. We close the gap!

For one of our clients in Basel, we are looking on a regular basis for a:

Administrative Assistant (m/f/o) 50 - 100%


The Administrative Assistant - Global Procurement Team provides primary administrative support to members of the Global Procurement team on a local site and global basis as needed. In addition, the role provides support to the Admin Team Coordinator as required.

Tasks & Responsibilities:

  • Owns the timely implementation of all Artwork Changes that affect printed secondary packaging material for the assigned commercial product portfolio
  • Coordinates with all Stakeholders (Affiliate DRA, Global PDR, Global PTR, Site MSAT, Packaging Site Coordinator
  • As part of the Squad team leading the implementation of new Rapid Microbiological Methods new QC Technologies, you will:

    • Manage multiple schedules including global (US, EU) meetings, and meeting with external parties

    • Work within the broader admin team within PTS to ensure aligned work practices and leverage them for peer-to-peer learning
    • General office responsibilities include but not limited to:

    o            Coordinate onboarding/off-boarding and maintain org charts

    o            Manage visits by outside suppliers and contract manufacturers

    o            Help setup contracts for consultants

    o            Order catering and other supplies for a variety of meetings and events

    o            Track workspace allocation for CDMO members

Must haves:

  • Internal Event Management: Support and manage in-house and off-site meeting logistics planning as well as on-site meeting support including larger meetings
  • External Event Management: Manage, provides oversight and coordinate meeting logistics for meetings with partners contracting and arranging travel in coordination with other departments, external vendors and in compliance directives, policies, process and guidelines
  • Calendar Management: Complex scheduling across time zones
  • Procurement & Accounting: Handling of POs, contracts, invoices and accruals
  • Travel Management: Coordinate global travel & visa application
  • Team Communication Support: With focus on customizing gSuite tools and supporting their implementation and maintenance (eg. gSite, Shared drives)
  • Team Operations: Maintain d-lists as well as reference materials in various systems (eg. gSite, Shared drives)
  • Team Onboarding: Support recruitment, onboarding and offboarding processes; Leverage team and organizational understanding to quickly integrate new team members
  • First point of contact: Serving as first point of contact for enquiries, requiring deeper knowledge of business topic
  • Time Management: Time tracking and management across GP (depending on location)

Must Haves:

  • Administrative education, commercial diploma, project coordinator experience or similar education – Bachelor degree or equivalent work experience
  • Fluent in English, written and spoken.
  • Minimum of 4 years of experience in administrative assistance, or related task
  • Excellent computer literacy, including MS Office, purchasing tools, financial systems, Sharepoint, Google C-Suite.
  • Experience demonstrating attention to detail, organization and follow-up skills
  • Able to handle routine and impromptu assignments with minimal supervision yet displays flexibility in taking direction from team members within the GP Organization and co-workers.
  • Experience in working in teams


Please apply via our Website

Danilo Ramos
Danilo Ramos
Telefon: 058 255 31 14

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