Overview
We are looking for an experienced Executive Assistant to support the Head of Global CE&O of a leading Pharmaceutical company in Baar, Zug
Responsibilities
* Provide comprehensive administrative support, including proactive calendar management, meeting prioritization, and coordination across multiple time zones.
* Manage complex travel arrangements and itineraries for international business trips; ensure accurate submission of expenses, reconciliations, and compliance with company travel policies.
* Organize and facilitate internal and external meetings: scheduling, agenda preparation, briefing materials, technology setup, follow up actions, and maintenance of shared workspaces.
* Facilitate onboarding activities for new team members, ensuring smooth integration into tools, systems, and team processes.
* Maintain and improve digital collaboration environments (SharePoint, shared drives, departmental hubs), ensuring information is structured, current, and accessible.
* Act as the central point of contact for record management, archiving, contract routing, document control, and compliance with internal policies and standard operating procedures.
* Coordinate cross functional projects and initiatives: track timelines, follow up on deliverables, prepare project documentation, and ensure milestones are met.
* Support department operations, including procurement activities (raising purchase orders, managing vendor onboarding, and monitoring budget spend).
* Liaise with internal IT and external suppliers for device setup, access requests, software onboarding, troubleshooting, and technology logistics for hybrid meetings.
* Support the creation of presentations, dashboards, and documents using PowerPoint, Excel, and other digital tools; ensure visual consistency and executive ready formatting.
* Prepare communications, meeting summaries, and follow up notes as required; ensure clear alignment and timely dissemination of information across global, regional, and local teams.
* Oversee hospitality for visitors, contributing to a professional, inclusive, and welcoming environment.
* Proactively identify opportunities to optimize administrative processes, improve operational efficiency, and enhance team collaboration.
* Anticipate challenges, propose solutions, and support leaders in managing competing priorities in a fast-paced environment.
If you are interested, please apply with a copy of your CV at the earliest. Interviews will take place immediately
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