Senior Administrative and Compliance Assistant

Randstad (Schweiz) AG; Bulle; Vor Ort; CHF 52.000 - 64.000; Teilzeit

Zusammenfassung

UCB in Bulle, Switzerland is seeking a Senior Administrative and Compliance Assistant for a 3‑month temporary contract to provide high-level administrative, legal, and secretarial support during a team replacement.

The role requires fluent French and English, experience as a Senior Executive Assistant or Compliance professional, and proficiency with SAP, MS Office, and SharePoint. You will collaborate across departments, manage filings, and oversee purchasing workflows.

Qualifikationen

• Fluent French and English for drafting board minutes and communications.
• Senior Executive Assistant or Compliance experience, preferably in pharma or legal sectors.
• Administrative finance tasks including PR/PO creation, invoice tracking, intercompany agreements.
• Independent work style with ability to manage multiple projects.
• Proficiency in MS Office, SharePoint, and admin data systems.
• Discretion with confidential matters and strong organizational skills.
• Adaptable to new processes with a proactive mindset.

Aufgaben

• Facilitate daily communication and workflows between internal departments, external legal counsels, and external accountants.
• Organize Board and Shareholders' Meetings for UCB Swiss entities, including agendas, meeting packs, and drafting official minutes (procès-verbaux).
• Prepare official corporate documentation and filings for local authorities, Commercial Register, banks, pension funds, and tax declarations.
• Handle operational finance administration, including daily department mail, petty cash, and monthly invoice archiving.
• Create Purchase Requisitions (PR) and Purchase Orders (PO), route invoices for approval, and guide teams on purchasing tools.
• Track Intercompany Services Agreements, ensuring accuracy, SharePoint updates, and system database encoding.
• Coordinate regulatory administrative tasks, including document translations, notary legalizations, and Powers of Attorney.
• Maintain organized internal legal files, contract archives, and routine legal documentation.

Kenntnisse

Fluent French

Fluent English

Senior Executive Assistant

Compliance

SAP

MS Office

SharePoint

Tools

SAP

MS Office

SharePoint

Jobbeschreibung

Location: Bulle, Switzerland

Activity rate : 60% to 80%

Type of contract: Temporary contract

Start Date: ASAP for 3 months

UCB is an international biopharmaceutical company specializing in the therapeutic areas of neurological disorders and immunology. Its Bulle site brings together the Swiss commercial subsidiary and a primary production platform that combines biotechnology and chemistry for the manufacturing and distribution of pharmaceutical specialties used in the treatment of allergies, epilepsy, and autoimmune diseases.

We are seeking an experienced Senior Administrative and Compliance Assistant for a 3-month fixed-term contract to provide high-level administrative, legal, and secretarial support to our Swiss operations during a team replacement.

Your key responsibilities:

• Facilitate daily communication and workflows between internal departments, external legal counsels, and external accountants.
• Organize Board and Shareholders' Meetings for UCB Swiss entities, including agendas, meeting packs, and drafting official minutes (procès-verbaux).
• Prepare official corporate documentation and filings for local authorities, Commercial Register, banks, pension funds, and tax declarations.
• Handle operational finance administration, including daily department mail, petty cash, and monthly invoice archiving.
• Create Purchase Requisitions (PR) and Purchase Orders (PO), route invoices for approval, and guide teams on purchasing tools.
• Track Intercompany Services Agreements, ensuring accuracy, SharePoint updates, and system database encoding.
• Coordinate regulatory administrative tasks, including document translations, notary legalizations, and Powers of Attorney.
• Maintain organized internal legal files, contract archives, and routine legal documentation.

What will make you successful:

• Speak and write fluent French and English to draft official board minutes and manage stakeholder communications effortlessly.
• Offer proven experience as a Senior Executive Assistant or Compliance professional, ideally with pharma or legal sector exposure.
• Handle core administrative finance tasks confidently, including PR/PO creation, invoice tracking, and intercompany agreements (knowledge of SAP mandatory).
• Work fully independently, taking ownership of tasks and managing multiple projects simultaneously without close supervision.
• Use MS Office, SharePoint, and administrative data systems with complete ease.
• Deliver work with high precision, strong organization, clear priorities, and absolute discretion on confidential matters.
• Adapt quickly to new processes with a flexible, proactive, systematic, and highly reliable mindset.