TechOps Executive Assistant & Operations Partner

Idorsia Pharmaceuticals Ltd; Basel; Vor Ort; CHF 70.000 - 110.000; Vollzeit

Zusammenfassung

Idorsia Pharmaceuticals Ltd in Basel Area is seeking an Administrative Assistant to support the Head of TechOps and the TechOps Leadership Team. You will manage a broad range of administrative and operational tasks, anticipate needs, solve problems independently and contribute to the smooth day-to-day running of the division.

The role requires five+ years of relevant experience in financial administration, strong MS Office skills, and the ability to work autonomously in a fast-paced,

Qualifikationen

• Relevant qualification in management assistance, business administration or comparable field with several years supporting a department or senior executive.
• Demonstrated experience supporting senior executives in a fast-paced international environment.
• Autonomous, proactive and service-oriented with strong judgment and ownership.

Aufgaben

• 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.
• Organize internal and external meetings, including room bookings, logistics and visitor reception.
• Coordinate departmental and team events.
• 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.
• Coordinate contract workflows and the collection of electronic signatures, including 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 SOPs.

Kenntnisse

Executive support

Organizational skills

Communication

Problem-solving

Multitasking

Confidentiality

Ausbildung

Management assistance qualification

Tools

Microsoft Office

SharePoint

Coupa

SAP S/4HANA

Jobbeschreibung

Idorsia Pharmaceuticals Ltd in Basel Area is seeking an Administrative Assistant to support the Head of TechOps and the TechOps Leadership Team. You will manage a broad range of administrative and operational tasks, anticipate needs, solve problems independently and contribute to the smooth day-to-day running of the division.

The role requires five+ years of relevant experience in financial administration, strong MS Office skills, and the ability to work autonomously in a fast-paced,