Administrative Assistant


Basel City, BS, CH



About Idorsia Pharmaceuticals Ltd

Idorsia Ltd is reaching out for more - We have more ideas, we see more opportunities and we want to help more patients.
In order to achieve this, we want to develop Idorsia into one of Europe’s leading biopharmaceutical companies, with a strong scientific core.
Headquartered in Switzerland - a European biotech hub - Idorsia is specialized in the discovery and development of small molecules, to transform the horizon of therapeutic options. Idorsia has a broad portfolio of innovative drugs in the pipeline, an experienced team, a fully-functional research center, and a strong balance sheet – the ideal constellation to bringing R&D efforts to business success.
Idorsia was listed on the SIX Swiss Exchange (ticker symbol: IDIA) in June 2017 and has over 1,100 highly qualified specialists dedicated to realizing our ambitious targets.


We are looking for an Administrative Assistant to support the Division of Global Pharmaceuticals Development and Quality Assurance.


Job’s responsibilities


  • Act as Facility Management Coordinator in liaison with Site Management to ensure availability of office space adapted to the fast growing of GPDQA division
  • Manage the GPDQA administrative assistant team
  • Maintain an optimal, dynamic working environment & ensure the team achieves the objectives
  • Assign and coordinate tasks to be done, ensure efficient training of the admin, control accuracy and timing of tasks performed
  • Maintain GPDQA microsite
  • Manage and coordinate with IT for the set up of IT tools within GPDQA, problem solving and training
  • Manage the filing process for legal documents and coordinate with the legal department for archiving and tracking
  • Provide logistical & administrative support/assistance to the Head of the Global Pharmaceutical Development & Quality Assurance & his team members, e.g.
  • Organize travel arrangements and processes related travel expenses
  • Organize/collecting contracts (e)signatures (responsible for Adobe sign)
  • Organize internal and external meetings and welcomes visitors
  • Team Events organization
  • Set up interviews in liaison with HR and/or external companies
  • Register GPDQA team members to courses/congresses/webinar
  • Process GPDQA related invoices and manage departmental purchase orders
  • Take care of courier mail, provide office supplies or ensure the tasks is delegated to the admin assistant and correctly completed
  • Organize moves in liaison with internal stakeholders
  • Prepare agenda & takes minutes of the GPDQA management team meetings
  • Support Line Managers with onboarding of new employees & leaving employees, IT equipment order
  • Maintain of budget, keeping overview of department expenses (travels, trainings, etc.)
  • Make suggestions for change & improvement

Candidate’s requirements


  • Swiss 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)
  • 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 
  • Knowledgeable of GxP environment and of key Legal and Pharmaceutical (Eudralex volume 4) regulations advantageous


What Idorsia  offers


  • Exciting opportunities  for development and professional growth within our dynamic organization
  • A collaborative and solution oriented enviroment where you can make a difference
  • An innovative and open culture in a truly multicultural environment
  • A competitive salary and generous social benefits

Work  Location: Basel Area - Allschwil
Country: Switzerland
Business Area: Global Pharmaceutical Development and Quality Assurance
Schedule: Fulltime
Job Type: Permanent
Job ID: 3471


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.

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.