Executive Assistant

Manpower

We are looking for an experienced Executive Assistant to support the Head of Global CE&O of a leading Pharmaceutical company in Baar, Zug.

• 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 work spaces.
• 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.
• Serve as a professional point of contact for internal and external stakeholders, coordinating information flow and representing the executives with discretion.
• 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.