6 month contract with option to extend
Team Administrative Assistant in Clinical Development Oncology
The Team Administrative Assistant provides administrative and secretarial support to the assigned Team members. We are looking for a motivated, flexible and friendly assistant.
In this position you will be responsible for :
Organizing and coordinating internal and external meetings. These include team meetings, video, teleconferences, telepresence, etc.
assisting assigned team members with calendar management, preparing documents and presentations, travel and meeting arrangements, congress registrations, expenses processing via CONCUR system and other administrative or operational activities
Managing e-mails and correspondence in English and German, coordinate the iHCP approval process between key external Key Opinion Leaders / Consultants and the internal iHCP Team, implementing and maintaining appropriate tools to support the departmental communication and information sharing (department's network drive, touchpoint, gdrive etc.)
Ensuring an appropriate information flow for the department with stakeholders and other functions, coordination of job interviews worldwide
Get purchase orders in the ARIBA system for Vendors, coding of incoming invoices via ARIBA, tracking of purchase orders, general filing / archiving (internal, external) / copying (Paper, electronic);
legal requests : document retrieval / filing / archiving / copying, acting as a contact person for general requests involving the assigned team, such as moves, office set- up / allocations, etc.
As needed, providing cover for other team administrative assistants
Who you are :
You bring the following qualifications and skills :
Secretarial / business / office management certification / qualification and 5 or more years’ work experience
Outstanding computer skills and specific proficiencies with Microsoft Word, Excel, PowerPoint, Google and other applications, excellent time management & organizational skills with proven abilities to work independently, strong customer orientation and team player attitude
Experienced and excellent in communication with external stakeholders, strong communication skills and proficiency in English (oral and written).
Fluency in German is required.
Open-minded, flexible, outstanding team player who can work efficiently under pressure, a strong sense of confidentiality