Administrative Assistant (part-time)

About us: 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

Personal attributes:

• 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 [email protected] (object “Job-Assistant”).