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Personal Assistant to Head of Pharmaceutical Manufacturing 60% - Fribourg Villars-sur-Glâne Switzerland,  

Vifor (company)


Posted on : 28 April 2019

Project Description

About You

We are currently searching for a Personal Assistant (60% - working every morning) to provide administrative and secretarial assistance to our Head of Pharmaceutical Manufacturing, responsible for the sites of Villars-sur-Glâne, Geneva, Ettingen and Lisbon. In this position, you ensure the administration of the Executive’s office, reliable arrangement of meetings and effective communication with internal and external stakeholders. Your responsibilities will include, but are not limited to:
  • Ensure full assistance coverage in all administrative matters
  • Take responsibility for all secretarial functions: screening of incoming calls and correspondence, reception of visitors, coordination of agenda/appointments, preparation of material for decision-making or presentations at meetings, flow of requests and approvals, etc.
  • Prepare and review meeting documents and presentations; provide translations for some documents
  • Handle arrangements for meetings, business trips, appointments, expense/credit card statements, and ensures the Executive’s business is handled effectively during his absence, assuring appropriate delegation and/or follow-up
  • Organize and/or coordinates meeting, quarterly staff/management information sessions, team-building sessions for the department staff
  • Handle workflow invoices (GED) – ensure accuracy of cost allocation
  • Effective arrangement of monthly site committee management meetings
  • Organize and participates in Monthly Pharma Manufacturing meetings, prepare minutes of meeting and record of action items/timelines, for review
  • Monthly Reporting request input and copy into main Report
For this role, we are searching for a calm and well-organized personality, bringing the following background and abilities:
  • Secretarial and/or commercial background (CFC or equivalent)
  • At least 5 years of experience as executive secretary and/or commercial coordinator
  • Experience in the organization of travel arrangements, meetings and conferences
  • Good knowledge of Word, Outlook, Excel, Powerpoint
  • Fluency in English and in French both in oral and written communication
You describe yourself as a very accurate and detail-oriented person, who is able to maintain an overview on running processes and proactively follows-up on action items. You hold good communication and organizational skills that enable you to work efficiently with all levels of the organization. You are a proactive person, who identifies service support, information flow and processes needs and adopts a solution-oriented approach to solve issues appropriately. You can work in an autonomous way where you manage effectively your time and set correctly your priorities

Locations

Switzerland - Villars-sur-Glâne/Fribourg

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