Department Assistant – Fixed-Term Contract (10 months) – M/F

Background

Biospringer is looking for an experienced Department Assistant to join its dynamic team. In this role, you will provide administrative and logistical support to Biospringer’s global support functions (Finance, HR, Industrial, Supply Chain, Marketing) as well as the Cosmetics department. You will manage daily tasks, coordinate meetings and events, and act as a key point of contact for internal and external stakeholders. The ideal candidate is highly organized, adaptable, and thrives in a fast‑paced international environment. Strong communication, problem‑solving skills, and the ability to multitask are essential.

You will report to the Global Project Portfolio Coordinator.

Key Responsibilities

• Manage managers’ calendars and organize meetings.
• Perform various administrative tasks (filing, photocopying, ordering supplies, etc.).
• Welcome and guide visitors to the department.
• Assist with onboarding new team members.
• Act as the point of contact for service‑related inquiries, ensuring timely coordination and resolution.
• Prepare and distribute reports, presentations, and documents as required.
• Coordinate internal and external meetings and events (logistics, catering, AV support, documentation).
• Handle incoming and outgoing mail, packages, and shipments; manage office supplies.
• Organize domestic and international travel arrangements (flights, hotels, car rentals, visas).
• Process expense reports, invoices, and purchase requisitions accurately and on time.
• Maintain and update departmental records and databases with accuracy and confidentiality.
• Provide additional administrative support as needed.