This position is no longer open for applications

For our client, GSK Consumer Healthcare company, we are hiring, for a temporary assignment, a:

Administrative Assistant

Job Purpose

Supports senior R&D leadership as relates to administrative, organizational tasks and contract lifecycle tasks. Ensures smooth administrative functioning of the team.

Major Accountabilities :

• Provide administrative support to R&D leaders. Administrative support duties include calendar management, meeting management, organization of travel, processing of travel expenses and other administrative duties.
• Maintains absolute confidentiality for all business aspects
• Manage full workload autonomously with the ability for stretch and flexibility, when necessary
• Build and maintain strong and collaborative working relationship with other administrative assistants on all R&D sites.
• Arranging travel: produces detailed itineraries, in accordance with priorities, policies and budget requirements and prepare expense reports. Notifies traveler when visas are needed and ensures visas are processed on time.
• Plan and coordinate key meetings including agendas, pre-read distributions, logistics, and post-actions, as agreed.
• Take the lead on administrative projects in relation to planning, management, coordination and communication when requested.
• Act as manager’s delegate and representative for GSK systems
• Identify obstacles and inefficiencies in cross-functional systems and proactively develop recommendations for remedy
• Prepare and integrate documents and communications independently when requested making administrative decisions and taking initiative on similar activities. Manage priorities with little or no supervision
• Maintain and update departmental shared areas and electronic databases as needed, including Team Sites & distribution lists.
• As required, assist with departmental budget tracking and generation of POs and assist in maintaining finance files and reporting as needed.
• Calendar management as requested: arranging a variety of appointments and meetings, ensuring team have the time to complete projects whilst dealing with changing/conflicting priorities and maintaining routine meetings and day-to-day contact with customers and team members.
• Organize travel, lodging and logistics for visitors as needed.
• Organize onboarding of new R&D staff in Nyon.
• Work with other administrative support members to improve administrative processes and performance across the department and/or site
• Provide cover for other site-based R&D admins when absent.
• Ensure full utilization of offshore administrative assistants (WNS) by Nyon based R&D team

Your profile

• 7+ years’ experience minimum
• Previous experience working in the Pharmaceutical Industry is highly desirable
• Previous experience working in an R&D organization is desirable
• Strong interpersonal skills are essential
• Fluency in English (essential) and French (preferred)
• Project management skills an asset.