Secretary Personal Assistant for the General Manager and QA-QC support
Auf einen Blick
- Veröffentlicht:26 September 2024
- Pensum:100%
- Vertrag:Festanstellung
- Lohn:CHF 50 000 - 60 000 /Jahr
- Sprache:Deutsch (Grundkenntnisse)
- Arbeitsort:Wagi street 27a, 8952 SCHLIEREN
Secretary Personal Assistant for the General Manage & QA-QC support
Company Overview:
Swiss Bioscience GmbH is a rapidly developing GMP manufacturing biotechnology company based in the Zurich Area, Switzerland. We specialize in the production and banking of human mesenchymal stem cells, catering to the evolving needs of regenerative medicine and biotechnology research.
Position Overview:
We are seeking for a personal assistant for the General Manager (GM) provides essential administrative support to ensure the smooth operation of the GM office.
This role combines managing schedules, coordinating communications, preparing documents, and assisting with various tasks to support the General Manager.
Building and maintaining a strong, smooth and positive professional relationship and deep connection with the General Manager is crucial for effectively supporting the needs and aligning with the goals.
This professional rapport ensures a comprehensive understanding of the GM's preferences, work style, and priorities, enabling a more proactive and customized approach to support.
Key Responsibilities:
Administrative Support:
- Manage and maintain the GM calendar, scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Handle incoming and outgoing communications, including phone calls, emails, and mail, ensuring timely and appropriate responses.
- Understand and anticipate the GM need and preferences to provide personalized administrative support.
Meeting Coordination:
- Organize and coordinate meetings, conferences, and events, including logistics, agendas, and minutes.
- Attend meetings with or on behalf of the GM, taking notes and ensuring follow-up on action items.
- Ensure meetings are scheduled and conducted in a manner that aligns with the GM work style and preferences.
Document Management:
- Maintain accurate records and files, both physical and electronic, ensuring easy retrieval of information.
- Prepare and distribute reports, memos, and other documents as required by the GM.
- Handle sensitive and confidential information with the utmost discretion, maintaining trust and rapport with the GM.
Interface Specialist:
- Serve as a primary point of contact between the GM and the internal team facilitating effective communication and relationship management.
- Coordinate with various departments to ensure alignment and support for the GM initiatives.
Project Support:
- Assist in the planning and execution of special projects and initiatives led by the GM.
- Conduct research and gather data to support decision-making processes.
- Provide proactive support by anticipating project needs and potential challenges.
Office Management:
- Oversee office supplies and equipment, ensuring the office operates efficiently.
- Coordinate with facilities management for office maintenance and improvements.
- Create a positive and productive office environment that reflects the GM standards and preferences.
Warehouse Management:
- Oversee the day-to-day operations of the warehouse, including inventory management, order fulfillment, and logistics.
- Coordinate with warehouse staff to ensure efficient storage, handling, and distribution of goods.
- Monitor and maintain accurate inventory records, ensuring timely and accurate replenishment.
- Implement and enforce safety protocols and best practices for warehouse operations.
Quality Assurance (QA) and Quality Control (QC) Support:
- Assist in implementing and maintaining quality assurance and quality control processes to ensure products and services meet established standards.
- Collaborate with QA and QC teams to review and improve quality metrics and performance indicators.
- Support the documentation and reporting of QA/QC activities, including inspection results, audits, and compliance records.
- Help address and resolve quality-related issues, coordinating corrective actions and preventive measures as needed.
Core Competencies:
- Interpersonal Skills: Exceptional interpersonal skills with a strong ability to build and nurture a trusting relationship with the GM. Demonstrates a deep understanding of their preferences, consistently seeking out thoughtful and effective ways to meet GM's needs and exceed expectations, ensuring their satisfaction with a proactive and attentive approach.
- Confidentiality: Ability to handle and manage confidential information with discretion and the highest level of confidentiality.
- Multitasking Ability: Capacity to handle multiple tasks and prioritize effectively in a fast-paced environment.
- Analytical Skills: Strong analytical skills to proactively address issues and find effective solutions.
- Adaptability: Open-minded and adaptable approach to fostering professional relationships, characterized by flexibility and a willingness to engage in collaborative communication.
- Relationship Management: Proficient in developing and maintaining strong, trusting, and mutually beneficial relationships with the General Manager and other internal team members, ensuring alignment with organizational goals and enhancing team cohesion.
- Personality: You are proactive and independent, resilient, service-oriented and flexible. You work efficiently, precisely and reliably and maintain an appreciative tone. Discretion, loyalty and a good understanding round off your profile.
- Time Management: Effective at managing time and resources to meet deadlines and achieve objectives efficiently.
- Attention to Detail: High level of attention to detail and accuracy.
- Flexibility: The role may require occasional overtime, including weekends, holidays, late shifts, and night shifts, to accommodate the GM schedule and meet organizational needs. Flexibility in working hours is essential .
- Travel Requirements: Travel is required for meetings, events, or site visits to support the GM activities and organizational objectives. Occasional travel may be necessary to fulfill job responsibilities effectively.
Qualifications:
- High School Diploma or Equivalent: A formal education credential or similar level of academic achievement.
- Communication Skills: Strong written and verbal communication skills in English and German is not required but is a strong asset and any other language considered a plus
- Software Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Why This Position Matters:
We are committed to fostering the growth and development of our team members. In this role, you will have ample opportunities for professional development, including access to training programs, workshops, and mentorship from senior leadership. You'll be encouraged to enhance your skills, take on new challenges, and pursue career advancement within the organization. As the company grows, so will your role, allowing for long-term career progression and personal growth. We believe in investing in our people and creating a path for success, making this position a valuable stepping stone for your future career.
As part of our commitment to creating a supportive work environment, we offer free coffee to all team members to enjoy throughout the day. Additionally, we host dinner meetings during bank holidays, birthdays, and other special occasions to foster collaboration and strengthen team relationships.
Please, send your complete application (CV, short cover letter, references, and certificates) to the following email addresses: Write an email and Write an email
Kontakt
- Anas Zein Al deen+41447319900E-Mail schreiben
Swiss Bioscience GmbH