Administrative Assistant, Swiss Dermatology, Innovative Portfolio

Overview

Job Summary The Administrative Assistant provides comprehensive administrative and operational support with a focus on trade show coordination, logistics, and financial administration. This role also supports the executive team and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

• Administrative & Executive Support
• Provide administrative support to the executive team, including meeting preparation, document drafting, and follow-up tasks
• Prepare correspondence, presentations, reports, and internal documentation
• Maintain organized digital and physical filing systems
• Coordinate travel arrangements and process expense reports
• Support cross-functional teams with administrative and operational needs

• Process accounts payable invoices, ensure proper approvals, and coordinate timely payments
• Assist with accounts receivable tracking, invoicing, and follow-up
• Maintain accurate financial records related to expenses, vendors, and events
• Support reconciliation, reporting, and coordination with finance or accounting teams

• Coordinate logistics for domestic and international trade shows, conferences, and marketing events
• Manage event timelines, task lists, and deadlines to ensure successful execution
• Coordinate booth logistics including shipping, freight, storage, and return shipments
• Liaise with event organizers, vendors, freight companies, and exhibit houses
• Assist with booth setup, materials preparation, and on-site support as required
• Track inventory of booth materials, promotional items, samples, and marketing collateral
• Track event-related expenses and assist with budget monitoring

• Assist with ordering, organizing, and distributing marketing materials for events
• Support internal communications related to event planning and execution
• Assist with post-event documentation, reporting, and process improvement

• 2-4 years of experience in an administrative, office support, or coordination role
• Experience with AP/AR processes or financial administration preferred
• Experience supporting trade shows, events, or logistics strongly preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines simultaneously
• Proficiency in Microsoft Office
• Ability to carry up to 50 lbs
• Has valid Driver's license
• Strong written and verbal communication skills

This is a small team that gets on extremely well, creating a friendly and welcoming company culture. It is an exciting time to join this expanding, vibrant company and gain a role with the potential for accelerated career progression. This role offers a competitive salary and leading benefits. Roles of this nature rarely stay vacant for long; please apply today to avoid disappointment.