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 a highly proactive and resourceful Administrative Assistant to serve as a trusted partner to the Head of Technical Operations, the TechOps Leadership Team and the wider TechOps organization. The successful candidate will take ownership of a broad range of administrative and operational activities, anticipate needs, solve problems independently and contribute to the smooth day-to-day running of the division. 

Job Responsibilities

Executive & Department Support

• Act as a trusted partner to the Head of TechOps and the TechOps Leadership Team, providing proactive administrative and organizational support and anticipating needs.
• Independently manage and prioritize a broad range of departmental administrative activities, ensuring effective follow-up and smooth day-to-day operations.
• Monitor open actions and ensure timely follow-up with internal and external stakeholders.
• Identify gaps and inefficiencies in administrative processes and propose practical improvements.
• Prepare agendas, coordinate meeting materials and take minutes for TechOps Leadership Team meetings.
• Maintain the TechOps organizational chart, mailing lists and SharePoint access rights.
• Organize travel arrangements for the Head of TechOps and other members of the division, as required.
• Track the departmental budget and provide regular overviews of expenses, including travel, training and catering costs.
• Act as the Facility Management Coordinator, liaising with Site Management to anticipate office space requirements and coordinating office allocation with the Head of TechOps.Manage incoming and outgoing mail and ensure the availability of office supplies.
• Ensure the timely communication of relevant information across the division.

Meeting, Event & Visitor Coordination

• Organize internal and external meetings, including room bookings, logistics and visitor reception.Coordinate departmental and team events.

Recruitment, Onboarding & Offboarding Support

• Coordinate and schedule interviews in liaison with HR and external partners.
• Support Line Managers with employee onboarding and offboarding, including the coordination of IT equipment and related administrative activities.

Contract, Signature & SOP Management

• Coordinate contract workflows and the collection of electronic signatures, including the administration of Adobe Acrobat Sign.
• Manage the filing of legal documents and liaise with the Legal Department regarding archiving and tracking.
• Provide administrative support to TechOps teams in the preparation and formatting of Standard Operating Procedures (SOPs). 

Candidate Requirements

• Relevant qualification in management assistance, business administration or a comparable field, combined with several years of experience supporting a department, division or senior executive in an international environment.
• Demonstrated experience supporting senior executives or department heads in a fast-paced environment.
• Highly autonomous, resourceful and self-motivated, with the ability to anticipate needs, exercise sound judgment and drive activities to completion without close supervision.
• Strong organizational and problem-solving skills, with the ability to navigate ambiguity, set priorities and manage multiple competing demands.
• Strong sense of ownership and accountability, combined with a proactive and service-oriented mindset.
• Excellent attention to detail and a reliable, structured working style.Strong interpersonal and communication skills, with the ability to collaborate effectively across functions and levels of seniority.
• Excellent command of spoken and written English. German and/or French would be a strong asset.
• Good command of Microsoft Office applications, including Word, Outlook, PowerPoint and Visio.
• At least five years of relevant experience in financial administration, purchasing and/or stock management.
• Experience with Coupa and SAP S/4HANA would be an advantage.
• Ability to work effectively both independently and as part of a team, including under pressure.
• Sound judgment in handling sensitive information and a proven ability to maintain strict confidentiality.
• Experience in the pharmaceutical industry would be an advantage.
• Basic understanding of a GxP environment and relevant pharmaceutical regulations, including EudraLex Volume 4, would be an advantage 

Work Location: Basel Area

Country: Switzerland

Business Area: Technical Operations

Schedule: Fulltime

Job Type: Permanent

Job ID : 4828

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.