Debiopharm Group™ is a Swiss-headquartered global biopharmaceutical group active in the life science areas of drug development, GMP manufacturing of proprietary drugs, diagnostic tools and investment management. Debiopharm International SA is focused on the development of prescription drugs that target unmet medical needs. The company in-licenses and develops promising drug candidates. The products are commercialized by pharmaceutical out-licensing partners to give access to the largest number of patients worldwide.
To assist our Marketing and Market Access team, based in Lausanne, we are looking for a 90%-100%:
(Senior) Administrative Assistant - Permanent Contract
The ideal candidate will be someone with great energy, who loves to assist others, and to collaborate closely with his/her Executive and the team. We are looking for someone who has experience supporting a team and is at ease in an evolving environment.
The candidate must have experience managing busy calendars (with frequently moving events), flagging emergencies, drafting communications and presentations, organizing travels, accommodation and visas on a short notice, as well as multi-tasking to support a team.
It would be ideal if, beside from the traditional administrative assistant role, you also have the curiosity and will to take responsibility of a few projects and thus also take ownership of some initiatives.
You enjoy being empowered, you are good at making smart decisions and act on them.
You are capable to plan ahead and anticipate roadblocks, you are flexible, able to adapt to quickly changing priorities and requests and still follow-through with your work. You are team player who works well with all internal and external stakeholders.
People describe you as very open minded and flexible. You see the opportunity before the problem.
You are tech-savvy and at ease with all Microsoft Office applications including Outlook Calendar Management, Excel and PowerPoint.
You are very customer oriented, and keen to offer a professional, engaging and friendly service at all times.
Your key responsibilities:
Consciously organize and maintain your Executive’s agenda (check meetings, give priorities, inform people well on time on the attendance or not, etc.) and coordinate appointments;
Coordinate all aspects of your Executive’s travel, including flight and hotel reservations as well as airport transfers and visas.
Provide administrative support to other team members within the department (travels, expenses, meetings);
Provide support to the Swiss Sales team (contract coordination, commercial material, etc.) in German, French and English.
Responsible for all aspects of event management for on-site and off-site meetings, booking location and transportation, hotel accommodations and production of meeting materials;
Create and edit documents in French and English such as internal & external communications, meeting minutes, PowerPoint presentations or excel reports consolidations;
Work across departments and with other Administrative Assistants to facilitate interview schedules, large team meetings, and outside partners meetings;
Liaise with people outside of the department (ex: KOLs) and with our commercial external partners, sites, etc. acting often as a first point of contact;
Have a willingness to take on additional projects when needed.
Bachelor’s degree or other accredited equivalent level;
Over three years’ experience in a demanding, fast-paced office environment including support of a team;
Previous experience in a pharmaceutical Company an asset;
Open, proactive and positive personality;
Demonstrate excellent written and verbal communication skills in English and French; German is a real plus;
Ability to handle multiple responsibilities simultaneously on short notice and meet requirements in a fast-paced, high-expectation environment with minimal supervision;
Ability to establish and maintain the highest level of professionalism, confidentiality and trust;
Ability to solve problems and to anticipate them;
Demonstrate strong organizational skills, detail and deadline oriented with ability to identify and communicate conflicts in scheduling/priorities;
Demonstrated ability/experience working with employees at all levels in the organization and across all functions;
High customer focus and service orientation;
Team player able to develop rapport and credibility with team member.
Technology-savvy in all Microsoft Office applications including Outlook Calendar Management and PowerPoint;
Debiopharm can offer you
An international and highly dynamic environment, with a long term vision.
The opportunity to join a successful company, at the forefront of the most advanced scientific developments in the industry.
The possibility to be in a company in which innovation, people and entrepreneurship are the fundamentals of its success.