Office Administrator at Monte Rosa Therapeutics, Inc

Monte Rosa Therapeutics is looking for an experienced Office Administrator to join our global high energy office operations team. This individual will be responsible for Basel office operations as well as providing administrative support for 2 executives located in the Basel office. This individual will manage multiple administrative tasks and will be expected to work with a high degree of autonomy.

The ideal candidate will have at least 3-5 years of administrative experience, proven organizational, administrative and interpersonal skills, as well as experience working with senior executives. Experience within the biotech or pharma industry is preferred but is not a requirement.

Administrative

• Provide proactive administrative assistance, including calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex internal and external executive meetings
• Anticipate the administrative support needs of the executives & the Basel Office
• Assist in the development and organization of support materials for meetings and conferences. (e.g. presentation slides, excel files, reports, etc.)
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Expense reconciliation and reporting
• Arrange travel schedules and reservations for 2 Basel based executives and other executives as needed

General Office Operations

• Coordinate/oversee day-to-day office operations
• Point of contact for visiting parties; meeting space inquiries; and answering main office phone
• Main point of contact for building security, including registering guests
• Sign for deliveries, distribute mail, and assist office with shipping needs
• Handle building maintenance requests
• Maintain vendor relationships and handle office vendor billing management
• Design and implement office policies and procedures
• Analyze and monitor internal processes and suggest/implement procedural and policy changes to improve operational efficiency
• Ensure synergies between Basel and Boston office administration

Other Duties

• Collaborate and coordinate with internal team members to create an extraordinary employee and visitor experience at Monte Rosa Therapeutics
• Organize and conduct orientation and training for new employees
• Participate, as needed, in special department projects
• Demonstrate a high degree of independence, - discretion, practical judgment, technical know-how, and focus on detail
• Understand the Monte Rosa Therapeutics’ business structure and priorities and execute role based on context awareness and a priority hierarchy that you help set and drive. This includes anticipating needs before they surface while balancing the core tasks of the role: managing appointments, screening e-mail, arranging travel, creating and maintaining organizational systems, and managing expenses
• Solicit information from the leadership team, project teams and employee population as needed. Anticipate questions and organize priorities. Proactive in all areas of work
• Assist with the organizing and compiling of business information and data. Ensure accuracy of data sources and researches questions and problems
• Apply a thorough knowledge of company operations and policies and procedures on a daily basis
• Ensure that back-up administrative support to other departments/reception desk is in place, as necessary
• Handle and craft internal and external correspondence with appropriate tone and delivery

• Bachelor’s degree preferred or commensurate experience in an administrative role required
• At least 3-5 years of Administrative Assistant experience in a healthcare-related or professional organization preferred
• Collaborative work style; ability to work well in a team environment
• Technology savvy with a strong knowledge working with Microsoft Office
• Strong organizational skills with great attention to detail
• Strong multi-tasking and prioritizing skills with the ability to set and meet deadlines
• Excellent written and verbal communication skills
• Strong interpersonal skills with a customer service focus
• Ability to work independently and as part of a team
• Maintain a strong work ethic
• Solution based mindset with a customer service approach