Executive Administrative Assistant – Global Medical

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. Based in Zurich, the role coordinates calendars, travel, expenses, meetings, events, workplace needs, onboarding and offboarding, and acts as a local administrative resource for Global Medical at the Zurich site, collaborating with colleagues in Vienna and other European locations. It uses AI-enabled and digital tools to improve efficiency and service delivery.

Key responsibilities

• Schedule support for Global Medical leaders, arrange domestic and international travel, and prepare and reconcile travel expense reports
• Handle routine administrative requests and act as a point of contact, directing out-of-scope requests to the right resource
• Support teams with onboarding and offboarding, including equipment, access, schedules and introductions
• Coordinate office supplies, facilities and technology requests, and handle workplace needs
• Organize logistics for large meetings, town halls, workshops, off-sites and events, including catering, visitor registration, room setup and materials
• Track administrative requests, maintain trackers and reporting tools, and help build administrative playbooks, workflows and templates
• Use Microsoft 365 Copilot and other approved AI tools, and collaborate with colleagues across Zurich, Vienna, Cambridge and Bengaluru
• Provide backup coverage during absences and peak periods; occasional flexibility in working hours may be required

Required profile

• Demonstrated experience providing administrative support in a corporate, team-based or global organization
• Experience with scheduling, international travel coordination, expense reports, meetings and events
• Strong organizational, time-management, written and verbal communication skills, attention to detail and discretion with sensitive information
• Ability to work in a shared-service model and across cultures, regions and time zones
• Fluent English; German or another European language is beneficial
• Preferred: experience supporting multiple leaders in a global or healthcare/life-sciences setting, and a bachelor's degree or equivalent

Required skills

• Proficiency in Microsoft 365 applications and digital collaboration platforms
• Ability to learn and use AI-enabled productivity tools responsibly

What we offer

• Base salary range of CHF 78,600 to CHF 108,130 depending on qualifications and experience
• Benefits available (details via the employer)