Administrative Associate, 100%

For our client, a global pharma company located in Lucerne, we are searching for a talented and motivated person as

Senior Associate, Administrative Services 100%

Your tasks :

• Working closely with the Executive Assistant to provide administrative support, including calendar management, correspondence, expenses, travel management and ad hoc projects
• Manage executive's calendar and conserve executive's time by using discretion in setting up and accepting appointments;

gather pre-reads and background information when appropriate and follow-up on action points

• Liaise with other divisional support functions and stakeholders to ensure alignment and shared co-ordination of joint projects and meetings
• Manage complex schedules with internal & external stakeholders (such as Senior Leaders, Government organizations, Board members, NGO's and other high- level groups)
• Coordination and preparation of the VP's speeches, working documents and presentations for internal and external events in close cooperation with the Chief of Staff / Executive Director Operations and the Communications Lead
• Arrange and coordinate teleconferences and internal / external meetings (small and large); book meeting rooms, equipment, hospitality, etc.
• Working closely with the Executive Assistant and the Chief of Staff to schedule and handle logistics for internal and external meetings, off-sites, conferences and special purpose events as well as annual calendar planning
• Schedule and coordinate complex domestic and international travel; create detailed itineraries and adjust in real time, as necessary
• Manage expense reporting, purchasing and budget tracking
• Manage third-party subscriptions and resources, including renewals and memberships
• Collaborate with other assistants on an ongoing basis to align strategies, improve processes and foster a sense of community
• Participation and active role in organizational committees of regional events by providing input, ideas and sharing experience
• Manage SharePoint Sites, Teams Sites and Distribution Lists
• Support and coordinate special projects, including preparing & editing executive presentations
• General Secretarial and Clerical duties

Your qualification :

• High School Diploma or Equivalent
• Several years of administrative experience, especially in supporting Senior Executives
• Extensive experience in performing administrative work that requires analysis, initiative, flexibility, tact and independent judgment
• Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and strong attention to detail
• Ability to handle sensitive data with discretion and confidentiality
• Organize, prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines
• Excellent communication and organizational skills
• Proficiency in using MS Office Suite
• Tech savvy with experience with SAP (Ariba, Concur) preferred
• Work in a dynamic, fast-moving and collaborative environment
• Willingness to continuously acquire new competencies
• Good judgment, confidentiality and strong work ethics
• High degree of accountability
• Teamwork

Your application

Please apply online. For further information please contact your Gi Group recruiter, Ms. Susanne Junker (+41 76 335 16 58).

Branche : Pharma-Industrie

Funktion : Sekretariat / Empfang / Allgemeine Dienstleistungen

Führungsperson : Nein

Anstellungsart : Temporäre Arbeit