Project & Administrative Specialist
Key information
- Publication date:02 October 2024
- Workload:100%
- Contract type:Temporary
- Language:German (Intermediate), English (Intermediate)
- Place of work:Elisabethenstrasse 4, 4051 Basel
Personal Contact vermittelt und verleiht seit über 35 Jahren erfolgreich qualifiziertes Personal in den Bereichen Industrie, Pharma, Technik und Gewerbe.
Mit Fachkompetenz, Menschlichkeit und Engagement bieten wir lückenlose Dienstleistungen an, welche den höchsten qualitativen Ansprüchen des Personalwesens entsprechen.
Für einen Kunden suchen wir per sofort eine/n Project & Administrative Specialist
Tasks & Responsibilities:
Project management:
? Initiation, Participation, and Execution of Projects: Engaging as a project member and driving project management.
? Project Planning and Tracking: Organizing and maintaining projects using various work tools (utilizing current IT tools for project management).
? Proactive Preparation/Creation of Complex, Strategic, and Specialized Content/Documents: Such as presentations/communications, evaluations, decision templates, and keynotes.
? Event Management: For example, offsites, internal and external workshops, Lunch & Learn.
? Contract Management: Including sponsorings and grants, advisory boards, consulting, speaker engagements, etc.
? Infrastructure Management of Communication Channels: Such as Google Collaboration Tools, Zoom, etc.
? Onboarding and Offboarding for New Employees.
Administrative Tasks
? Administrative and Organizational Support: Assisting various product teams.
? Meeting Organization: Organizing meetings, symposia, training sessions, advisory boards, offsites, and Lunch & Learn.
? Support in Collaboration and Coordination: With internal and external partners.
? Handling Incoming Inquiries: From customers such as doctors, patients, hospital pharmacies, ensuring selection, and partial independent execution.
? People Connector: Serving as the first contact for daily business, onboarding/offboarding, and commonly used tools (e.g., Workday, Cornerstone, OnePortal).
? Creation & Management of Purchase Orders (POs).
? Economic Handling in Daily Business: Considering budget, time, and costs (e.g., process optimizations/cost center monitoring, offer comparisons).
? Management and Optimization of Advertising and Promotional Material.
? Data and System Maintenance.
? Scheduling and Execution of Various Meetings/Travel: According to current standards.
? Management of Generic Mailbox.
Must Haves:
Educational background
? Completed commercial education (kaufmännische Ausbildung) ? Ideally, further training in event management, (digital) marketing, or compliance.
Professional background
? Proven work experience in an equivalent position. (***) ? Ideally, experience in event and/or congress management. (****) ? Ideally, experience in contract management. (***)
Hard skills
? Excellent organizational and process management skills. (*****) ? Project management ? Event organization.
? Structured work within cross-functional teams.
? Risk Management: Identifying potential risks and developing mitigation strategies.
IT skills
? Excellent computer skills with specific knowledge of gMail, gDrive, gCal, G+, Word, Excel, PowerPoint, and ideally other applications (e.g., Roche-specific systems like GSD, RoME, myBuy, DocuSign).
? IT affinity (*****)
Language skills
? Proficient in German, good knowledge of English. French is a bonus.
Soft skills
? Agile work methods and design thinking.
? High initiative and goal orientation.
? Above-average social and communication skills.
? Ability to juggle many priorities.
? Openness to learn new things and willingness to take on new tasks. Integrity and trust are important, valuing independent, conscientious work.
? Quick comprehension and interpersonal skills when working in a team, focused on results.
Nice to Have:
? Pharma compliance knowledge.
? Experience with systems like GSD and/or RoME.
? Work experience in a matrix organization.
? Business and health policy understanding with administrative experience in the pharmaceutical industry.