Team Assistant – Corporate Strategy and M&A North America; Part-Time

Team Assistant

Join us in pioneering breakthroughs in healthcare. For everyone. Everywhere. Sustainably. Our inspiring and caring environment forms a global community that celebrates diversity and individuality. We encourage you to step beyond your comfort zone, offering resources and flexibility to foster your professional and personal growth, all while valuing your unique contributions.

The STMA NA Team Assistant provides administrative and operational support to a 10-to-12-person team based in North America. The role requires substantial coordination with stakeholders in international jurisdictions and requires cross-cultural awareness to ensure effective and smooth communication. The ideal candidate thrives in an international team environment, demonstrating strong organizational skills, sound judgment, discretion, and the ability to coordinate effectively across diverse stakeholders.

The successful candidate will operate with a high degree of independence, anticipate team needs, proactively identify and resolve administrative and operational issues, and ensure actions are driven to timely closure. The role is primarily remote, with flexibility to work from the Tarrytown, NY office. On-site presence is required for selected team events and executive leadership visits, generally no more than once per month and occasionally for several consecutive days.

Candidates who prefer to work regularly from the office in Tarrytown, NY, are equally welcome to apply.

Calendar & Meeting Management

• Manage complex, high-volume calendars across multiple time zones, including senior internal and external stakeholders. Proactively resolve scheduling conflicts, prioritize meetings based on business needs, and anticipate required preparation, travel time, and stakeholder coordination.
• Coordinate quarterly team meetings including agenda, location logistics and external participants, if any.
• Prepare agendas and capture action items to ensure follow-up.

Travel & Expenses

• Coordinate domestic and international travel, including visa coordination. Experience with SAP Concur is a plus.
• Manage expense reporting and reconciliation in line with company policy.
• Serve as the team's quality gate for expense reports, reviewing submissions for completeness, accuracy, appropriate documentation, and compliance with company policy prior to submission.
• Support planning and logistics for team participation in major conferences.
• Remain up to date on company policy; communicate policy changes to team.
• Coordinate office-related purchases and supplies as needed.

Communications & Stakeholder Management

• Serve as a primary liaison for administrative topics from the broader organization relevant for this team.
• Close collaboration and coordination with STMA Group Head Executive Assistant and other STMA administrative personnel based in Germany.
• Ability to define network and build relationships with administrative assistants across businesses and geographies to support meeting coordination work.
• Prioritize incoming communications and ensure timely response, escalation, and follow-through; requirement to be highly organized and tracking opportunities and next steps until topic closed.
• Maintain strong working relationships across all levels of the organization while demonstrating professionalism and confidentiality.

Project Support

• Prepare and format executive-ready PowerPoint presentations, Excel trackers, and other materials using corporate templates and established standards. Other project level support to be defined such as supporting project management office, research or other administrative support.

Data Base Tools

• Manage and track user lists for key databases; liaison with database providers for training resource coordination. Support with database contract management.
• Proficiency with Sales Force for pipeline tracking including recording events and entering data and meetings.

Office Operations & Process Coordination

• Maintain organized systems for contact management, confidential documents, business materials, and team records.
• Support implementation and adoption of tools, systems, and process improvements that enhance operations and efficiency.
• Coordinate administrative onboarding and offboarding activities, including access requests, equipment, distribution lists, team information and introductions.

• Bachelor's degree preferred or equivalent professional experience
• 10+ years of administrative experience in multinational corporation Several years of relevant administrative or operational support experience in a multinational or complex corporate environment. Experience supporting multiple team members simultaneously in a fast-paced environment
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and related collaboration tools; experience with Salesforce, SAP Concur, Microsoft Copilot/AI-enabled tools is a plus, along with a strong ability to learn new systems and technologies quickly. Strong organizational,…