Administrative Assistant

About Idorsia Pharmaceuticals Ltd
Headquartered near Basel, Switzerland – a European biotech hub – Idorsia has a highly experienced team of dedicated professionals, covering all disciplines from bench to bedside; QUVIVIQ™ (daridorexant), a different kind of insomnia treatment with the potential to revolutionize this mounting public health concern; strong partners to maximize the value of our portfolio; a promising in-house development pipeline; and a specialized drug discovery engine focused on small-molecule drugs that can change the treatment paradigm for many patients.

We are looking for an Administrative Assistant to join our company to support the Technical Operations Division !

Job Responsibilities

Executive & Department Support

• Provide logistical & administrative support to the Head of TECHOPS and the department 
• Prepare agendas & take minutes for TECHOPS TOLT meetings 
• Update the Organizational Chart of the division 
• Maintain TechOps mailing lists and ensure SharePoint folders access is up to date 
• Organize travel arrangements
• Maintain the department budget and provide an overview expenses (travels, trainings, catering)
• Act as Facility Management Coordinator in liaison with Site Management to ensure office space availability align with the growth of the TECHOPS division and manage office allocation with Head TechOps
• Manage incoming and outgoing mail and ensure office supplies are available
• Ensure timely communication of key information 
• Propose improvements and process enhancements

Meeting, Event & Visitor Coordination

• Organize internal and external meetings and welcomes visitors 
• Coordinate team events

Interviews, Onboarding & Offboarding

• Support Line Managers with onboarding of new employees and offboarding of leaving employees, including IT equipment orders
• Coordinate and schedule interviews in liaison with HR and/or external partners

SOP & Contract & Signature Management

• Manage contract organization and collection of (e-) signatures (including responsibility for Adobe sign)
• Manage the filing of legal documents and coordinate with the legal department for archiving and tracking
• Provide support to TechOps in drafting Standard Operation Procedures (SOP)

Candidate's Requirements

• Certified administrative Specialist for Management Assistance or similar education with several years of working experience within an international company in a role of general administrative assistant for a department / division.
• Ability to communicate effectively in English (spoken & written), German & French would be a strong asset
• Good MS Office skills (Word, Outlook, Visio, PowerPoint)
• Certified and/or at least 5 years experience in finance activities, ordering, stock management (Coupa/SAP S/4 HANA)
• Excellent organizational ability and problem-solving skills
• Initiative and attention to detail, proactive working style, enthusiastic & dynamic
• Excellent social and communication skills and a strong service/customer oriented
• Good team player with the ability to work independently and under pressure
• Knowledge of the pharmaceutical industry is an advantage
• Ability to recognize confidential information and maintain strict confidentiality of restricted information
• Basic knowledgeable of GxP environment and of key Legal and Pharmaceutical (Eudralex volume 4) regulations advantageous

Work Location: Basel Area

Country: Switzerland

Business Area: Technical Operations

Schedule: Fulltime

Job Type: Permanent

Job ID : 4727

At Idorsia, we harness the power of difference, authenticity, and inclusion to achieve business success.
We encourage all potential candidates with diverse backgrounds of race, color, religion, sexual orientation, gender identity, age, national origin, and disability to submit their job applications. All applicants will receive consideration.
We are committed to fostering respect, fairness, and equal opportunities for all job applicants and our employees.

Please be informed that if you are selected for this position, your employment will be subject to a pre-employment background screening process, of which you would be informed in greater detail in due course.

Idorsia Pharmaceuticals Ltd ("Idorsia") is committed to a fair and transparent application process. In order to avoid any conflict of interest in line with Idorsia Code of Business Conduct, which would undermine such a commitment, the applicants  must disclose any personal, financial, or other outside interests interfering with the interests of Idorsia. Further, the applicant is obliged to disclose any and all relationships with close or affiliated persons, who are employees of Idorsia or are collaborating with Idorsia in any other contractual relationship. 

Please note Idorsia operates a strictly controlled list of preferred recruitment partners. For those partners who have no valid, signed Master Service Agreement in place with Idorsia, all unsolicited resumes, CVs, anonymous profiles, or any other candidate details submitted through our website or to personal e-mail accounts of employees of Idorsia Pharmaceuticals (including any of its subsidiaries, affiliates, or related companies) are considered the property of Idorsia Pharmaceuticals and are not subject to payment of any form of introduction, placement or referral fees.