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Job Description
Are you looking for a patient-focused, innovation-driven company that will inspire you and empower you to shine? Join us as Development VBU, Executive Team Assistant in Zurich, Switzerland.
Here, you will be a vital contributor to our inspiring, bold mission.
The Executive Team Assistant will work directly with the VP and Head, Development to coordinate activities and support administrative needs across a range of Development functions (Clinical Development and Operations, Regulatory Affairs and Global Vaccine Safety Evaluation).
The Team Assistant will report to the VP and Head, Development and will work closely with other VBU functions to align and coordinate Development activities with the broader VBU organization.
ACCOUNTABILITIES :
Organizing, coordinating and administrating office work for Development functions in Zurich such as purchase orders, contract handling, procurement process, invoices signature.
Acting as secretariat for the Development Leadership Team (DLT)
Overseeing and planning of Development activities including team events, meetings and workshops across all Development subfunctions (and taking meeting minutes as needed)
Anticipating and resolving administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations, all taken care of with ease, autonomy, and proper follow through with stakeholders
Performing complex administrative duties, involving contact with and exposure to highly confidential materials and information
Preparing routine and non-routine correspondence, memoranda, reports, spreadsheets, newsletters, meeting minutes and presentations.
Interacts with company employees at all organizational levels to gather information
Supporting team members in daily tasks when needed : instruct in self-service systems (travel, meetings, telephone conferences, expense reporting, etc.)
Developing and refining administrative procedures using technology to streamline processes where appropriate
Preparing and issuing presentation materials, maintaining Development organizational charts, supporting the archiving of relevant materials
Independently driving and completing assigned tasks / projects
Timely delivering tasks / full ownership of assignments
Proactively picking up any tasks / issues as required
EDUCATION, EXPERIENCE AND SKILLS :
Education
Education in Administration / Business or equivalent
Experience and Skills
Experience working in an international environment (preferably within the pharmaceutical industry) and able to work successfully in multi-cultural teams
Experienced in Microsoft Office (Outlook, Word, Excel and PowerPoint)
Practical business-oriented solution approach
Well organized and able to prioritize and manage changing workload and meet deadlines
Service minded, team player and collaborative working style
Must be able to work in a fast paced environment with demonstrated ability to handle multiple competing tasks and demands
Must be able to interact and communicate professionally with individuals at all levels of the organization
Consistently demonstrates respect for people and relates to people in an open, professional, and encouraging manner
Able to stay calm in stressful situations
Takes ownership of given responsibilities
Capable of working independently as well as in teams
Excellent communication and organization skills
Flexible, proactive, committed and reliable
Demonstrates unquestionable integrity and professionalism
Business fluent in English (verbal and written)
Demonstrated ability to maintain and work with highly sensitive and confidential information
At our heart we are committed colleagues. We offer interested people numerous opportunities and strongly believe in, and promote, diversity, equity and inclusion.
As a company we offer roles based on merit, welcoming candidates of any gender, age, religious belief, sexual orientation, race, colour, ethnic or social origin, or disability.
Our team is growing and for this we need bright minds with creativity and flexibility what talent do you have?
