Project & Administrative Specialist (m/f/d) – event or congress management / contract management / organizational and process management / Project management / Google Suite / MS Office / GSD, Ro ME, my Buy, Docu Sign/ Agile / German / English / French
Project:
For our customer a big pharmaceutical company in Basel we are looking for Digital Biomarker Solution Architect (m/f/d).
Background:
Roche Pharma (Switzerland) AG (RPS) is a part of the Roche Group based in Basel. We cover the areas of
Communications, Marketing & Sales, Medical, Market Access & Healthcare Affairs as well as Governmental Affairs and Quality Assurance for the Swiss market. We have held a leading position in the field of prescription and innovative medicines for many years. Thanks to our performance-oriented and entrepreneurial employees as well as our strong customer focus, we bring new innovative solutions to patients in Switzerland every year. As Project and Administrative Specialist (PAS) at RPS you are part of the business operations teams (PAS Chapter) , to support an effective, customer centric, and pro-active center of operational excellence. The PAS Chapter leads and provides support for RPS in:
● Leading operational, logistical, and coordinational support across all functions and teams.
● Improving project management processes. Focus on digitalization, simplification and automatization.
● Supervision on all operational activities according to legal, compliance and financial aspects and RPS
priorities.
The perfect candidate The ideal candidate should have a strong educational background in commercial basic training, with additional qualifications in event management, (digital) marketing, or compliance. They should bring proven experience in a similar role, particularly in project management, event or congress management, and contract management.
Key skills include exceptional organizational and process management, proficiency in project planning and tracking,event organization, and risk management. Advanced IT skills are essential, particularly with g Mail, g Drive, g Cal, and Roche-specific systems like GSD, Ro ME, and Docu Sign. Fluent German and good English are required, with French being a plus.
The candidate should demonstrate agile work methods, high initiative, strong goal orientation, superior
communication skills, and the ability to manage multiple priorities. They should exhibit integrity, independence, quick learning, and effective teamwork.
Additional advantages include knowledge of pharma compliance, experience with Roche systems, and a background in matrix organizations and pharmaceutical administrative roles..
Tasks & Responsibilities:
● Initiation, Participation, and Execution of Projects: Engaging as a project member and driving project management.
● Project Planning and Tracking: Organizing and maintaining projects using various work tools (utilizing current IT tools for project management).
● Proactive Preparation/Creation of Complex, Strategic, and Specialized Content/Documents: Such as
presentations/communications, evaluations, decision templates, and keynotes.
● Event Management: For example, offsites, internal and external workshops, Lunch & Learn.
● Contract Management: Including sponsorings and grants, advisory boards, consulting, speaker
engagements, etc.
● Infrastructure Management of Communication Channels: Such as Google Collaboration Tools, Zoom, etc.
● Onboarding and Offboarding for New Employees.
Administrative Tasks
● Administrative and Organizational Support: Assisting various product teams.
● Meeting Organization: Organizing meetings, symposia, training sessions, advisory boards, offsites, and
Lunch & Learn.
● Support in Collaboration and Coordination: With internal and external partners.
● Handling Incoming Inquiries: From customers such as doctors, patients, hospital pharmacies, ensuring
selection, and partial independent execution.
● People Connector: Serving as the first contact for daily business, onboarding/offboarding, and commonly
used tools (e.g., Workday, Cornerstone, One Portal).
● Creation & Management of Purchase Orders (POs).
● Economic Handling in Daily Business: Considering budget, time, and costs (e.g., process optimizations/cost
center monitoring, offer comparisons).
● Management and Optimization of Advertising and Promotional Material.
● Data and System Maintenance.
● Scheduling and Execution of Various Meetings/Travel: According to current standards.
● Management of Generic Mailbox.
Must Haves:
Educational background
● Completed commercial education (kaufmännische Ausbildung)
● Ideally, further training in event management, (digital) marketing, or compliance.
Professional background
● Proven work experience in an equivalent position.
● Ideally, experience in event and/or congress management.
● Ideally, experience in contract management.
Hard skills
● Excellent organizational and process management skills.
● Project management
● Event organization.
● Structured work within cross-functional teams.
● Risk Management: Identifying potential risks and developing mitigation strategies.
IT skills
● Excellent computer skills with specific knowledge of g Mail, g Drive, g Cal, G+, Word, Excel, Power Point, and
ideally other applications (e.g., Roche-specific systems like GSD, Ro ME, my Buy, Docu Sign).
● IT affinity
Language skills
● Proficient in German, good knowledge of English. French is a bonus.
Soft skills
● Agile work methods and design thinking.
● High initiative and goal orientation.
● Above-average social and communication skills.
● Ability to juggle many priorities.
● Openness to learn new things and willingness to take on new tasks. Integrity and trust are important, valuing
independent, conscientious work.
● Quick comprehension and interpersonal skills when working in a team, focused on results.
Nice to Have:
● Pharma compliance knowledge.
● Experience with systems like GSD and/or Ro ME.
● Work experience in a matrix organization.
● Business and health policy understanding with administrative experience in the pharmaceutical industry.
Role: Project & Administrative Specialist (m/f/d)
Industrie: Pharma
Workplace: Basel
Pensum: : 100%
Start : ASAP
Job Type: 100%
Work Location: On the road