Executive Administrative Assistant

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About the role:

The Executive Administrative Assistant provides high-quality administrative and operational support to designated Global Medical leaders and teams through a flexible, team-based support model.

The role supports the effective day-to-day operation of Global Medical by coordinating calendars, travel, expenses, meetings, events, workplace needs, onboarding and offboarding activities, and other administrative services.

Based in Zurich, the Executive Administrative Assistant also serves as a local administrative resource for Global Medical activities at the Zurich site and collaborates with colleagues supporting teams in Vienna and other European locations.

The role embraces modern ways of working and leverages AI-enabled and digital tools to improve administrative efficiency, consistency, and service delivery.

How you will contribute:

A) Leader & Team Administrative Support

• Provide scheduling support for designated Global Medical leaders, including coordinating meetings across functions, regions, and time zones.
• Coordinate routine and moderately complex scheduling requests, resolve scheduling conflicts within the role’s scope, and escalate competing priorities when leadership input is required.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itinerary preparation.
• Prepare and reconcile travel expense reports in accordance with applicable company policies and processes.
• Support leaders and teams with routine administrative requests while maintaining appropriate responsiveness, accuracy, and professionalism.
• Serve as a point of contact for assigned Global Medical administrative activities and direct requests to the appropriate resource when they fall outside the role’s scope.

B) Administrative & Operational Support

• Provide operational administrative support to designated Global Medical teams, with assignments aligned to business priorities, workload, organizational needs, and team capacity.
• Serve as a local administrative resource for Global Medical activities in Zurich, coordinating on-site logistics, workplace support, visitor activities, and engagement with relevant site stakeholders.
• Collaborate with administrative colleagues supporting Vienna, Cambridge, Bengaluru, and other locations to ensure coordinated service delivery and coverage.
• Process, prioritize, track, and complete administrative requests received through the established Global Medical support process.
• Support onboarding and offboarding activities, including equipment and access coordination, onboarding schedules, introductions, organizational information, and key team resources.
• Coordinate office supplies, facilities requests, technology requests, workspace-related needs, and other general workplace activities as appropriate.

C) Meetings, Communications & Events

• Coordinate logistics for large meetings, town halls, workshops, off-sites, team events, and other complex group activities.
• Manage meeting and on-site logistics, including conference rooms, catering, visitor registration, technology coordination, materials, room setup, and local support.
• Support Global Medical meetings and events held at the Zurich site, including activities involving international leaders and visitors.
• Support the preparation and distribution of agendas, meeting materials, communications, reminders, and follow-up information where applicable.
• Assist with team engagement, recognition, and employee-experience activities in partnership with relevant stakeholders.
• Coordinate with Workplace Experience, Communications, Human Resources, technology teams, and other functions as needed.

D) Project & Process Coordination

• Support administrative and operational initiatives through action tracking, timeline coordination, document maintenance, and stakeholder follow-up.
• Maintain trackers and reporting tools used to monitor requests, recurring activities, commitments, and administrative deliverables.
• Support the development and maintenance of administrative playbooks, workflows, templates, training materials, and process documentation.
• Identify recurring administrative issues and recommend practical improvements to templates, tools, request-routing practices, and ways of working.
• Complete assigned activities within established timelines and communicate status, risks, or delays to the appropriate stakeholders.

E) AI, Digital & Continuous Improvement

• Use Microsoft 365 Copilot and other approved AI-enabled tools to improve the quality, efficiency, and consistency of administrative work.
• Use Outlook, Teams, PowerPoint, Excel, Word, SharePoint, OneDrive, Forms, Loop, and other approved collaboration technologies effectively.
• Promote consistent use of templates, shared resources, digital workflows, and administrative best practices.
• Learn and adopt new digital tools and share relevant knowledge with administrative colleagues.
• Use AI and digital tools responsibly while protecting confidential information and following applicable privacy, security, and compliance requirements.

F) Flexibility, Coverage & Teaming

• Work as part of the Global Medical Administrative Services team and provide support across designated leaders and teams based on business priorities and capacity.
• Collaborate closely with administrative colleagues across Zurich, Vienna, Cambridge, Bengaluru, and other Global Medical locations.
• Provide backup coverage during absences, peak workload periods, organizational changes, and business-critical activities.
• Adapt to changing assignments and priorities while maintaining high levels of responsiveness and professionalism.
• Support consistent administrative standards and seamless handoffs across European and global teams.

Qualifications:

Required

• Demonstrated experience providing administrative support in a corporate, team-based, or global organization.
• Experience with scheduling, international travel coordination, expense-report preparation, meetings, and events.
• Strong organizational and time-management skills, with the ability to manage multiple requests, priorities, and deadlines.
• Strong written and verbal communication skills.
• High level of professionalism and discretion when handling sensitive information.
• Strong attention to detail and the ability to produce accurate documents, presentations, communications, and administrative records.
• Ability to work effectively within a shared-service or team-based support model.
• Ability to coordinate effectively across cultures, regions, and time zones.
• Proficiency in Microsoft 365 applications and digital collaboration platforms.
• Ability to learn and responsibly use AI-enabled productivity tools.

Preferred

• Experience supporting multiple leaders or teams in a complex global organization or healthcare or life-sciences environment.
• Experience coordinating international travel, cross-regional meetings, and large events.
• Experience serving as a local administrative resource for a global team or function.
• Experience working through a centralized request, ticketing, or shared-service process.
• Bachelor’s degree or equivalent combination of education and relevant professional experience.

Languages

• Fluent English required.
• German or other European language capabilities beneficial.

Additional information:

• Percentage of travel: Minimal, typically less than 5%.
• This role is based in Zurich and operates as part of the Global Medical Administrative Services team.
• The position provides administrative support to designated Global Medical teams and serves as a local resource for Global Medical activities at the Zurich site.
• Support assignments and priorities may change based on business needs, organizational changes, request volume, urgency, and team capacity.
• Occasional flexibility in working hours may be required to support teams and activities across European, North American, and other global time zones.
• All work must be performed in accordance with company policies, procedures, compliance requirements, and applicable legal and regulatory standards.

Base Salary Range:

The estimated salary range reflects an anticipated range for this position. The actual base salary offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job.

For information about our benefits, please click here.