Description

Project Assistant (1 year mission)

Your Mission:

The Administrative CapEx Project Assistant will support the successful execution of a capital expenditure (CapEx) project in a biopharmaceutical manufacturing environment. The role involves providing administrative and organizational support across all phases of the project, from conceptual design through to performance qualification (PQ), including GMP-compliant change management, vendor coordination, and team onboarding/offboarding. The position ensures efficient project documentation, compliance, and communication while assisting the Project Manager and team in maintaining the project’s timelines and deliverables.

Your Responsibilities:

- Serve as the central point of contact for project-related administrative matters.

- Plan, schedule, and coordinate project meetings, workshops, and reviews.

- Prepare, distribute, and archive meeting minutes and action item lists.

- Support project onboarding/offboarding processes for internal and external team members (badge requests, IT access, training coordination, workspace setup, etc.).

- Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, training completion tracking, etc.).

- Maintain and organize project documentation in alignment with company and GMP documentation standards.

- Initiate and track document workflows (e.g., via DocuSign or internal systems).

- Support document control activities, including version tracking, signature routing, and controlled storage.

- Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams.

- Assist in coordinating travel, visitor management, and on-site logistics for project-related activities.

Your Profile:

- Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience.

- Proven experience in an administrative or project coordination role, ideally within a GMP-regulated, biopharmaceutical, or technical project environment.

- Strong communication skills and service-oriented mindset.

- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems advantageous.

- Ability to handle multiple priorities and deadlines in a dynamic project environment.

- Discretion in handling confidential information.

- Comfortable working with both technical and non-technical stakeholders.

- Fluent in German and English, both written and spoken.