EU
Senior Executive Assistant
eTeam UK
- Location not stated
- Hybrid
- Manager or above
- 3 hours ago
- Microsoft Outlook
3 hours ago
Not enough detail in this posting to match
Location: Zug, Switzerland
Job Type: Full-time contract, 12 Months
Work Model: Hybrid
Position Summary:
• We are seeking a highly experienced, proactive Senior Executive Assistant to provide high-level administrative and operational support to at least two Vice President-level leaders for a large global Healthcare/Medical Device company.
• As a trusted partner to senior leadership, this individual will anticipate needs, manage competing priorities, protect leadership capacity, and help drive effective execution across a fast-paced, global organization. Success in this role requires exceptional judgment, discretion, organization, communication, adaptability, and follow-through, as well as the ability to work independently and build strong relationships across all levels of the organization.
Key Responsibilities:
• Executive Support: Provide comprehensive administrative support to multiple Vice President-level leaders, including complex calendar management, prioritization, meeting coordination, domestic and international travel, detailed itineraries, and expense reporting. Proactively identify and resolve scheduling conflicts and ensure leaders are well prepared for meetings, commitments, and key decisions.
• Meeting & Event Coordination: Plan and execute leadership team meetings, quarterly face-to-face sessions, town halls, off-site meetings, team-building activities, and other events. Coordinate logistics including facilities, technology, catering, materials, presentations, agendas, and follow-up activities.
• Organizational Support: Coordinate key administrative activities across the organization, including onboarding and offboarding, interview scheduling, organizational charts, distribution lists, team channels, collaboration sites, new-hire communications, supplies, and shipping.
• Digital Collaboration & Information Management: Maintain SharePoint, Microsoft Teams, Viva Engage, and other organizational collaboration tools, ensuring information is current, accurate, well organized, and appropriately accessible.
• Business & Vendor Support: Coordinate purchase orders, contracts, vendors, invoices, and external meetings in accordance with established company processes, financial controls, and compliance requirements.
• Culture & Employee Experience: Support culture, engagement, employee resource group, fundraising, recognition, and other employee experience initiatives that strengthen connection, collaboration, and organizational effectiveness.
• Partnership & Confidentiality: Build strong working relationships with leaders, employees, administrative colleagues, and internal and external partners. Exercise sound judgment and discretion when handling confidential or sensitive information.
• Team & Business Support: Partner with other administrative professionals to provide backup coverage and administrative continuity. Support special projects, organizational priorities, and time-sensitive business needs as required.
Required Qualifications:
• High school diploma or equivalent.
• Fluent in English
• Minimum of ten years of administrative, executive assistant, or related business support experience, including experience independently supporting multiple senior leaders and/or leadership teams within a complex organization.
• Will be supporting Executives in Switzerland. Candidates may be based remotely, but need to be in the same time zone.
• Demonstrated expertise in complex calendar and priority management, Microsoft Outlook, domestic and international travel coordination, expense reporting, meeting planning, and executive support.
• Strong proficiency with Microsoft 365 applications, including Teams and SharePoint, with the ability to quickly learn enterprise systems and collaboration tools.
• Excellent written and verbal communication skills, with strong attention to detail and a demonstrated commitment to confidentiality, responsiveness, accuracy, and follow-through.
• Demonstrated ability to manage multiple priorities, exercise sound judgment, and operate effectively with limited direction.
• Ability to build productive relationships and collaborate across functions, organizational levels, and time zones in a fast-paced, global environment.
Preferred Qualifications:
• Associate or bachelor’s degree in business administration, communications, human resources, operations, or a related field.
• Experience supporting senior executives within pharmaceutical, healthcare, manufacturing, supply chain, technical operations, or another regulated, global matrix organization.
• Experience coordinating executive town halls, leadership team meetings, large-scale events, off-site meetings, and culture or employee engagement activities.
• Experience with Workday or comparable HR systems, purchase-order and vendor processes, SharePoint site administration, and enterprise collaboration platforms.
• Demonstrated ability to anticipate needs, identify issues before they arise, influence without direct authority, and appropriately manage sensitive or confidential information.
Senior Executive Assistant · eTeam UK