Job title

Administrative Assistant (Part-time)

About us

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

Location

Remote (only candidates with a valid work permit for Switzerland will be considered). For practical reasons, we would ideally like someone located in the Bern region.

Time commitment

10-20% (approximately 4-8 hours per week), with flexibility based on business needs and employee availability.

Contract duration

The position starts as soon as possible and as an initial 6‑month fixed‑term contract, with the possibility of 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, ensure accurate and up-to-date contacts information
  • Handle administrative inquiries from members, partners and other stakeholders
• Personnel documentation: assist in its preparation and maintenance, including 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 document management system
• Meetings: schedule coordinate and document internal and external meetings, including preparation of agendas, meeting materials and follow-up actions where required.
• Payments: support invoices 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 &/or ERP systems and MS Office Suite; confidence working with 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

• Bookkeeping, invoicing and event-organisation experience
• 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.

Nice-to-have skills and qualifications

• Highly organized, self-motivated and able to work independently in a remote environment
• Attention to detail and working conscientiously
• Ability to work collaboratively and service-driven attitude
• Comfortable working in a small, evolving organisation
• Discreet and trustworthy when handling confidential information

What we offer

• A supportive, collaborative and forward-looking team
• Flexible remote work and adaptable working hours
• A stimulating environment that supports your professional growth and skill development
• Gain hands-on experience in a growing non-profit organisation in 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 work that contributes to the advancement of healthcare and patient outcomes.

How to apply

Please send your resume and a cover letter explaining your interest in this position to swapp@swapp.ch (object “Job-Assistant”).