Administrative Assistant

The Swiss Biotech Association seeks a mid-level Administrative Assistant for a part-time hybrid role in Basel. The position supports senior management with daily operations, financial administration, and executive coordination.

This role serves as a central hub for information flow and documentation, enabling senior leadership to operate efficiently. The assistant supports day-to-day operations across finance, administration, and executive coordination to ensure smooth organizational functioning.

Responsibilities

• Process and route invoices and receipts for internal approval or external accounting, ensuring accuracy and timeliness.
• Maintain organized records of financial documents and support expense tracking and credit card reconciliations.
• Liaise with governmental bodies, funding agencies, and external partners to manage administrative and compliance-related communications.
• Prepare, compile, and submit required financial and regulatory documentation in a timely and accurate manner.
• Screen and categorize incoming electronic and physical mail, flagging items requiring urgent attention.
• Assist with drafting social media updates and email communications as needed.
• Coordinate meetings, agendas, scheduling, and travel logistics for senior management.
• Perform data entry and maintain lightweight CRM systems related to investors, partners, and hiring candidates.
• Support planning and execution of internal and external events.

Requirements

• 2–5 years of experience in an administrative, executive assistant, or operations role.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills in English and French.
• Comfortable handling sensitive and confidential information.
• Proficiency with standard office tools (e.g., Google Workspace, Microsoft Office) and basic CRM systems (Notion).

Nice to have

• German language skills are a strong plus.
• Experience supporting finance or accounting workflows is a plus.