17 days ago on jobs.celgene.com

Administrative Assistant (2 Year Maximum Duration Contract)

Celgene Switzerland SA

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Administrative Assistant (2 Year Maximum Duration Contract)

Administrative Assistant (2 Year Maximum Duration Contract)

Req #:16001763
Job Category:Administrative Support
Work Location:Boudry, Switzerland Route de Perreux 1 Boudry 2017
Organization:Celgene Management SaRL
Shift:Day Job
Employee Status:Limited Term
Job Type: Experienced
Job Level: Individual Contributor

Celgene is a global biopharmaceutical company leading the way in medical innovation to help patients live longer, better lives. Our purpose as a company is to discover and develop therapies that will change the course of human health.  We value our passion for patients, quest for innovation, spirit of independence and love of challenge. With a presence in more than 70 countries - and growing - we look for talented people to grow our business, advance our science and contribute to our unique culture.

Responsibilities will include, but are not limited to, the following:

1. General Administration: 

Open, sort and distribute incoming correspondence 
Assist with maintenance of department’s databases and tracking agreements as needed
Prepare documents to be signed and sent 
Legalizations of documents
Answering and screening incoming calls
Organize telephone, video and web conferences
General clerical duties including copying, fax, scan and mailing 
Receipt and welcome visitors
Prepare weekly reports
Managing calendars
Contributes to team effort by accomplishing related results as needed
Maintain contact lists

2. General Administration Office Management:

Managing filing systems
Developing and implementing new administrative systems
Organizing the office layout and maintaining supplies of stationery and equipment;
Responding to customer enquiries and complaints;
Serve as the point person for office manager duties including maintenance, mailing, shopping, supplies, equipment, bills, and errands
Organize and schedule meetings and appointments
Manage relationships with vendors, service providers, ensuring that all items are invoiced and paid on time
Provide general support to visitors
Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures
Provides information by answering questions and requests.

3.    Congresses, Conferences, Meetings:

Book meeting room incl. coffee, water, lunch as per request
Take meeting minutes as per request
Registrations of congress participants per request

4.    Travel:

Book flights / train tickets / hotels / car rentals / transfers for Senior Directors
Reschedule resp. cancel flights 
Visa requisitions

5.    Finances:

Process Purchase Requisitions and record Purchase Orders
Process invoices
Complete Concur on behalf of Senior Management Delegates – expense reports
Work closely with Finance to ensure payments are on time
Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup

6.    HR:

Support in recruitment process: schedule interviews and arrange candidates travel 
Support to new hires: organize working space / induction program
Receive all equipment for leavers

7.   Other: 

Administrative support to assigned department project
Meeting and off site event management for the Legal Department
Provide training to team on Amex and Concur if required


Education and Experience:

- Equivalent to the completion of a business/administrative school degree preferred but not required
- Equivalent to at least 3 years administration experience in a corporate environment desired
- Computer skills and knowledge of relevant software
- English language skills essential; French and/or other languages advantageous
- Knowledge of clerical and administrative procedures and systems such as filing and record     keeping
- Knowledge of principles and practices of basic office management
- Work experience in a law firm is an asset

Key Competencies:

- Ability to effectively communicate  
- Excellent organizational and time management skills 
- Ability to prioritize effectively  
- Problem assessment and problem solving 
- Information gathering and information monitoring 
- Attention to detail and accuracy 
- Strong team player