Administrative Assistant

We make it GmbH is a nationally active company in Switzerland with a high level of competence in the field of personnel services thanks to many years of successful experience.

Concentration of placement activities on the core areas of industry, technology, office/administration, engineering, pharmaceuticals and IT.

We make it GmbH places the highest demands on quality, ethics and discretion.

For our client based in Rotkreuz we are looking for an Administrative Assistant (m/f/d)

Administrative Assistant

Background:

Within the Clinical Development and Medical Affairs (CDMA) organization in Rotkreuz (RK) we are looking for a communicative, organized, team player assistant to support us with administrative tasks such as meeting coordinationand correspondence as well as providing presentations, documents, information and administrative support to
the Clinical Operations (ClinOps) team in Rotkreuz.

Tasks

• Manage the agenda of ClinOps Chapter and Sub Chapter Leads based in RK, according to best practice timemanagement principles, allowing for planned and unplanned work, in order to be effective in key meetings in anefficient way
• Support the ClinOps Chapter and Sub-Chapter Leads based in RK as key liaison for strategic relationshipmanagement and communications regarding meetings, conference calls, invitations and interviews
• Create, route and process written and verbal correspondence while exercising a high degree of discretion andconfidentiality;
  ensure urgent, and priority correspondence and matters are communicated
  in a timely and effective manner to the corresponding team
• Act as a sparring partner to the Clinical Operations team based in Rotkreuz
• Promote the CDMA Support Function reputation by professionally
  representing the CDMA Leadership Team in RK and the team internally and
  externally
• Coordinate all Team related meetings and other internal and external
  meetings (headed by the ClinOps team) where required including set up
  of necessary equipment, documents, materials and refreshments and to
  proactively handle agenda, meeting minutes and follow up on open actions
• Proactively provide presentations, information or documents needed
  by the ClinOps team in RK (aligning on content and style); Take over
  special projects; Handle changing priorities; Travel organization for
  ClinOps Chapter and Sub Chapter Leads based in RK
• Coordinate interviews with applicants and the respective panel
  including sending invite, agenda and take care of all logistical
  requests (visitor registration, travel organization if needed)

Requirements

• Commercial apprenticeship in office administration (EFZ) or Bachelor Degree in Business Administration orequivalent (*****)
• First experience with administrative tasks or Management support tasks (*****)
• Good IT skills in in Microsoft Office, G-Suite, G-Drive, Google Calendar (*****)
• Fluency (spoken and written) in English and German is mandatory (*****)
• Communication, leadership, conflict management, teamwork, influence, negotiation, critical thinking, problem-solving
• Strong organizational skills and ability to work independently as well as a high degree of accuracy and attention to detail
• The ability to prioritize and coordinate complex workloads to meet deadlines
• Discretion, flexibility and proactivity
• A can-do, positive mindset with creative ways to resolve topic

Nice to haves:

• HKnowledge of Project Management tools like Trello, Miro, Smartsheet
• Stakeholder Management skills

Work hours:

• Standard
• Home Office: Partly possible