• Contract
  • Valais
  • Recruiter: Karolina Frank

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(Junior) Administrative Project Assistant (German-speaking)

Our client, a global market leader in the production and process support of active pharmaceutical ingredients, both in the chemical and biotechnology sectors, is looking for a German-speaking (Junior) Administrative Project Assistant for a 12-month contract (with possibility for extension) based in the Valais area, Switzerland.

The Administrative CapEx Project Assistant will support the successful execution of a capital expenditure (CapEx) project in a biopharmaceutical manufacturing environment. The role involves providing administrative and organizational support across all phases of the project, from conceptual design through to performance qualification (PQ), including GMP-compliant change management, vendor coordination, and team onboarding/offboarding. The position ensures efficient project documentation, compliance, and communication while assisting the Project Manager and team in maintaining the project’s timelines and deliverables.

Main Responsibilities:

Project Administration & Coordination

  • Serve as the central point of contact for project-related administrative matters
  • Plan, schedule, and coordinate project meetings, workshops, and reviews
  • Prepare, distribute, and archive meeting minutes and action item lists
  • Support project onboarding/offboarding processes for internal and external team members (badge requests, IT access, training coordination, workspace setup, etc.)
  • Manage seat planning and workspace allocation for project staff and contractors

Contractor & Vendor Onboarding Support

  • Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, training completion tracking)
  • Maintain up-to-date contractor lists, role assignments, and contact directories
  • Ensure contractors meet site-specific compliance and safety requirements prior to mobilization

Documentation & Workflow Management

  • Maintain and organize project documentation in alignment with company and GMP documentation standards
  • Initiate and track document workflows (e.g., via DocuSign or internal systems)
  • Support document control activities, including version tracking, signature routing, and controlled storage
  • Liaise with Quality and Document Control departments to ensure adherence to applicable procedures

Procurement & Financial Administration

  • Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams
  • Support budget tracking from an administrative standpoint (no financial ownership)
  • Maintain an overview of supplier and service contract documentation

Training & Compliance Administration

  • Coordinate and track completion of required GMP and EHS trainings for internal and external team members
  • Support preparation of documentation for internal project reviews (and audits or inspections, if applicable)

Communication & Reporting Support

  • Maintain project communication channels and distribution lists
  • Support preparation of project communication materials, status reports, or presentations as requested
  • Assist in coordinating travel, visitor management, and on-site logistics for project-related activities

Qualifications and Experience:

  • Relevant working/residency permit or Swiss/EU-Citizenship required
  • Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience
  • Proven experience in an administrative or project coordination role, ideally within a GMP-regulated, biopharmaceutical, or technical project environment
  • Excellent organizational and coordination skills with high attention to detail
  • Strong communication skills and service-oriented mindset
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems advantageous
  • Ability to handle multiple priorities and deadlines in a dynamic project environment
  • Discretion in handling confidential information
  • Reliable, structured, and proactive working style
  • Collaborative and supportive team player
  • Comfortable working with both technical and non-technical stakeholders
  • Fluent in German and English, both written and spoken.
  • Collaboration with cross-functional teams (Engineering, QA, Operations, HR, EHS, Procurement)
  • Exposure to a dynamic, fast-paced project environment with external contractors and partners on-site

Would you like to learn more about CTC and the opportunity outlined? Please, get in contact with us: you may either use the 'apply now' button, or write an email to us, or reach out to us on the phone.

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