Administrative Assistant (AA) International Pharmacovigilance Team 50% / RO-362

4070 Basel
Start Date: 
End Date: 
2018-04-16 09:00
Hours per day: 
Hours per week: 
Total Hours: 


For our Swiss customer located in Basel we are currently looking for (m/f) a Administrative Assistant (AA) International Pharmacovigilance Team 50%

  • Type of placement:  3 months, external contract with possible long term extension
  • Company:  major Pharma company in Basel area
  • Salary:  level 1, please ask us for the exact rate range 

(monthly gross salary levels in CHF,  level1= 5-10k , level2=10-15k,  level3= >15k) -PHARMA


General information 

  • latest start date: 01.06.2018
  • must haves: English, 5 years experience as Admin Assistant
  • 50% spittle at least 4 days a week
  • Working from home: no
  • Function:International Pharmacovigilance
  • Department:Safety Risk Management
  • Location:Basel


Job Purpose

Provide business support within the PDS department.


Primary Responsibilities and Accountabilities

1. Reports

  • Support Physician / Managers with reports / issue workups
  • Allocate Report numbers / Format and finalize Reports according to formatting guidelines
  • Collect signature approval from Line Manager
  • Publish/ archive finalized documents.


2. Financial

  • Get purchase orders for Vendors / Coding of incoming invoices via Ariba
  • Tracking of purchase orders / Settle Travel / Entertainment Expenses

3. Organize

  • Travels / Register people to congresses / Internal Meetings / Teleconferences / Videoconferences
  • Offsite Meetings / Select Restaurant and Menus for external entertainment and offsite meetings
  • Organize social events / Organize refreshments for meetings/ support/assist visitors

4. New Employees / Entry preparation

  • Organize interviews
  • Liaise with PDS Training Department to arrange welcoming and induction package
  • Liaise with IT in order to organize desk, hardware, software etc.
  • Liaise with the responsible Manager in order to find out special needs.
  • Prepare meeting schedule of the first working days

5. Update of various records and databases

  • Utilising various tools keeping departmental lists up to date

6. Various tasks

  • Literature searches (organize translation of articles if needed)
  • Order office supply / Liaise with IT (e.g. Hardware / Software)
  • Organize Printing and scanning orders with repro / Liaise with facility management
  • General filing/archiving (internal, external)/copying (Paper, electronic)
  • Legal requests: document retrieval/filing/archiving/copyin






  • Commercial Degree
  • Excellent knowledge of MS Office
  • Fluent in English
  • Experience as an administrative assistant

Strongly desired:

  • Bachelor degree (BA)
  • Experience as administrative assistant in an international environment
  • Experience as administrative assistant in the pharmaceutical company

Experience, Skills, Knowledge:

  • Good communication skills
  • Good organizational skills
  • Good team player with interpersonal skills
  • Ability to work in the multi-cultural environment
  • Ability to manage different kind of tasks and prioritize
  • Ability to work under pressure and with frequent interruptions
  • Ability to work independently
  • Ability to handle confidential and personnel information with integrity and total discretion
  • Reliable and task follow-up with self-initiative
  • Attention to detail and accuracy
  • Flexibility
  • Good working attitude and motivation
  • Handle tasks proactively
Prefered Interview Dates (YYYY-MM-DD):