Administrative Assistant / Administrative Assistant

About Us

SwAPP (Swiss Association of Pharmaceutical Professionals) is a dynamic non-profit association dedicated to the professionals of Therapeutic Products. Our focus includes cutting-edge digital technologies and a strong commitment to ESG (Environmental, Social, and Governance) principles. We are passionate about making a meaningful impact and are currently seeking a motivated assistant to support our administrative needs.

Location

This position is fully remote. Please note that only candidates with a valid work permit for Switzerland will be considered. For practical reasons, we ideally prefer candidates located in the Bern region.

Time Commitment

The role requires a commitment of 10-20% (approximately 4-8 hours per week), with flexibility based on business needs and employee availability.

Contract Duration

The position is set to start as soon as possible with an initial 6-month fixed-term contract, with the potential for extension by mutual agreement.

Primary Responsibilities

• Customer Relationship:
  • Support membership administration, including onboarding new members and generating basic reports.
  • Maintain the association's CRM database, ensuring accurate and up-to-date contact information.
  • Handle administrative inquiries from members, partners, and other stakeholders.
• Personnel Documentation: Assist in the preparation and maintenance of employment records and payrolls in compliance with applicable legal and organizational requirements.
• Document Administration and Archiving: Organize and archive documents/records according to the association's document management system.
• Meetings: Schedule, coordinate, and document internal and external meetings, including preparation of agendas, meeting materials, and required follow-up actions.
• Payments: Support invoice tracking and payment execution.

Possible Involvement Areas

• Marketing & Communication
• Accounting & Finance
• Events & Activities Coordination

Required Skills and Qualifications

• Proven experience in administrative roles.
• Proficiency in CRM and/or ERP systems and MS Office Suite; confidence in using digital tools (e.g. MS Teams).
• Excellent written and spoken English (ideally bilingual).
• Good written and verbal communication skills.

Nice-to-Have Skills and Qualifications

• Experience in bookkeeping, invoicing, and event organization.
• Professional working proficiency in German; additional language skills (e.g. French) are considered an asset.
• Familiarity with document and website content management systems, as well as social media administration.

Personal Attributes

• Highly organized, self-motivated, and capable of independent work in a remote environment.
• Attention to detail and a conscientious approach to work.
• Ability to work collaboratively with a service-driven attitude.
• Comfortable working in a small, evolving organization.
• Discreet and trustworthy when handling confidential information.

What We Offer

• A supportive, collaborative, and forward-looking team.
• Flexible remote work with adaptable working hours.
• A stimulating environment that promotes professional growth and skill development.
• Hands-on experience in a growing non-profit organization within the health sector.
• The opportunity to work directly with industry professionals and healthcare experts.
• Exposure to innovative projects at the intersection of healthcare, technology, and professional development.
• A meaningful role that contributes to the advancement of healthcare and improved patient outcomes.

Apply online using the form below. Please note that only applications that match the job profile will be considered.