Office Administration Assistant (HR & Finance Support) - #52225

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution.

Candidates must live within commuting distance of the Basel, Switzerland office. This position is intended to be 60% Full-Time Equivalent.

CV should be submitted in English only.

The Office Admin Assistant ensures the smooth day-to-day operations of our Basel office and provides administrative support to Finance and HR. You will act as a local coordinator between employees, our Global HR team, and external service providers, while also supporting accounting and office management activities. Some of the duties are as follows:

HR Administration support (25%)

• Act as the local administrative point of contact between employees, Global HR, and the external HR provider
• Support onboarding and offboarding logistics (access, equipment, coordination of first/last day) including support in the employment contracts preparation
• Coordinate HR-related processes (absence tracking, time management tool updates, employee requests)
• Ensure employee data is up to date across systems
• Support employees with general HR administrative questions and redirect complex matters to Global HR or external HR provider

Accounting support (15%)

• Process and book vendor invoices (CHF, and foreign currencies if necessary)
• Maintain accurate and well-organized invoice documentation
• Track and report costs related to key vendors
• Provide administrative support to the Finance team as required

Office Management (20%)

• Manage incoming and outgoing mail and general correspondence
• Order and maintain office supplies (coffee, water, stationery, etc.)
• Coordinate office vendors appointment (cleaning, maintenance, repairs)
• Organize internal meetings, team events and internal logistics
• Ensure a well-functioning, organized, and welcoming office environment

To join us you should have:

• Bachelor’s Degree or equivalent is required.
• Minimum 3 years of relevant work experience with experience in human resources, accounting, or office administration required.
• Knowledge regarding all necessary Swiss working laws and work permit requirements.
• Payroll processing experience in Switzerland.
• Maintain confidentiality and professionalism. Possess a high level of integrity.
• Highly organized with attention to detail and ability to plan and follow through on projects.
• Customer service focus. Desire to provide world class employee experience.
• Able to work in resource-constrained environment.
• Proven ability to prioritize and handle multiple projects and complete tasks efficiently and effectively. Consistently able to meet deadlines while meeting or exceeding expectations.
• Comfort using technology and digital platforms. Proficient with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with human resources systems such as payroll, time and attendance, applicant tracking, and performance management is required.
• Strong interpersonal skills, credibility, and ability to form good working relationships and earn trust.
• Comfort working in a matrixed global and multi-cultural environment. Sensitive and adaptable to cultural and regional differences.
• Fluent in English. Proficiency in other languages a bonus such as French or German.

DIA offers an excellent total rewards package and perks including:

• Competitive compensation including incentive bonus based on performance.
• North-west Switzerland Public Transport seasonal ticket reimbursement to each employee who travels with public transportation to our workplace.
• Monthly Lunch Checks of CHF 180 (at 100% FTE).
• Government Holidays observed each year.
• 22 Vacation Days per year (at 100% FTE)
• Flexible hours and hybrid work environment (on-site Tuesday & Wednesday)

DIA is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics.