Support Project Admin Nexus Team
Location: Basel
Sector: Content / Document Management
Job Type: contract
Salary: Negotiable
Reference: BBBH609131
Description:
The highly organized and detail-oriented Project Administrative is providing a full range of secretarial/administrative support to the NEXUS Team. This is a highly visible role for a multi-year international and cross-functional program requiring the uppermost level of professionalism, confidentiality, discretion, agility, accuracy, and flexibility. This role will contribute to the success of our NEXUS initiative.
Administrative Support:
- Meeting Coordination: Scheduling meetings and coordinating project activities. Preparing meeting agendas, taking minutes, and distributing them.
- Calendar Management: Managing calendars for project managers and team members.
- Document Organization: Organizing and maintaining project documents and files.
Coordination and Communication:
- Travel and Events: Organize events, workshops, and various meetings (internal, external, local, and international) Arrange travel itineraries and on- and off-site meetings, including associated logistics.
- Communication Liaison: Acting as a liaison between project team members, clients, and stakeholders.
- Team Support: Collaborate with other administrative professionals to provide seamless support across the department. Facilitating communication across different departments and ensuring that project updates are shared. Handling inquiries and correspondence related to the project.
Documentation and Reporting:
- Progress tracking: Tracking project progress and ensuring documentation is up to date.
- Data compilation: Compiling data for status reports and presentations for stakeholders.
- Reports preparation: Assisting in the preparation and updating of project plans, reports, and presentations.
Financial and Resource Management Support:
- Expense Management: Process and track expense reports and relevant invoices, ensuring accuracy and compliance with company policies.
- Commitment' management: Managing requisitions, purchase orders, invoices, and other financial documents.
- Financial tracking: Assisting with budgeting and tracking project expenses.
Location: Basel Stuecki (for home office, general company policy)
Languages: English and German fluent
Experience: Minimum 3 years of admin (Junior profiles welcome)
Currently contract until end of September, but high possibility of extension
Skills:
- First-class communication, organizational, and analytical skills with a highly developed ability to work independently.
- Consistently delivers highly accurate and timely work.
- Capability to handle various tasks simultaneously without compromising on quality.
- Advanced proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); understanding of other office management software (SAP, SharePoint, MS Teams).
Administrative Support:
- Meeting Coordination: Scheduling meetings and coordinating project activities. Preparing meeting agendas, taking minutes, and distributing them.
- Calendar Management: Managing calendars for project managers and team members.
- Document Organization: Organizing and maintaining project documents and files.
Coordination and Communication:
- Travel and Events: Organize events, workshops, and various meetings (internal, external, local, and international) Arrange travel itineraries and on- and off-site meetings, including associated logistics.
- Communication Liaison: Acting as a liaison between project team members, clients, and stakeholders.
- Team Support: Collaborate with other administrative professionals to provide seamless support across the department. Facilitating communication across different departments and ensuring that project updates are shared. Handling inquiries and correspondence related to the project.
Documentation and Reporting:
- Progress tracking: Tracking project progress and ensuring documentation is up to date.
- Data compilation: Compiling data for status reports and presentations for stakeholders.
- Reports preparation: Assisting in the preparation and updating of project plans, reports, and presentations.
Financial and Resource Management Support:
- Expense Management: Process and track expense reports and relevant invoices, ensuring accuracy and compliance with company policies.
- Commitment' management: Managing requisitions, purchase orders, invoices, and other financial documents.
- Financial tracking: Assisting with budgeting and tracking project expenses.
Location: Basel Stuecki (for home office, general company policy)
Languages: English and German fluent
Experience: Minimum 3 years of admin (Junior profiles welcome)
Currently contract until end of September, but high possibility of extension
Skills:
- First-class communication, organizational, and analytical skills with a highly developed ability to work independently.
- Consistently delivers highly accurate and timely work.
- Capability to handle various tasks simultaneously without compromising on quality.
- Advanced proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); understanding of other office management software (SAP, SharePoint, MS Teams).
If you are interested and believe that you can be a good fit, do not hesitate to contact me directly:
Contact: Alba Jansa
Email: alba.jansa(at)experis.ch
