Project Assistant 100%

For our client, a leader in life sciences operating globally, we are seeking a dynamic team member for an exciting temporary role with an immediate start for one year as:

Key Responsibilities:

• Project Administration & Coordination
• 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.)
• Manage seat planning and workspace allocation for project staff and contractors
• Contractor & Vendor Onboarding Support
• Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, training completion tracking)
• Maintain up-to-date contractor lists, role assignments, and contact directories
• Ensure contractors meet site-specific compliance and safety requirements prior to mobilization
• Documentation & Workflow Management
• 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
• Liaise with Quality and Document Control departments to ensure adherence to applicable procedures
• Procurement & Financial Administration
• Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams
• Support budget tracking from an administrative standpoint (no financial ownership)
• Maintain an overview of supplier and service contract documentation.
• Training & Compliance Administration
• Coordinate and track completion of required GMP and EHS trainings for internal and external team members
• Support preparation of documentation for internal project reviews (and audits or inspections, if applicable)
• Communication & Reporting Support
• Maintain project communication channels and distribution lists
• Support preparation of project communication materials, status reports, or presentations as requested
• Assist in coordinating travel, visitor management, and on-site logistics for project-related activities

Education & Experience:

• 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

Skills & Competencies:

• Excellent organizational and coordination skills with high attention to detail
• 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

Personal Attributes:

• Reliable, structured, and proactive working style
• Collaborative and supportive team player
• Comfortable working with both technical and non-technical stakeholders
• Fluent in German and English, both written and spoken

Work Environment:

• Collaboration with cross-functional teams (Engineering, QA, Operations, HR, EHS, Procurement)
• Exposure to a dynamic, fast-paced project environment with external contractors and partners on-site

Interested? Don't miss this great opporunity and apply today!