Senior Associate, Administrative Services (m/f/d)

Job Title: Senior Associate, Administrative Services (m/f/d) Job Location: Lucerne, Switzerland Job Location Type: Remote Job Contract Type: Full-time Job Seniority Level: Job Description The greatest inventions would not be brought to market without the right project management and administrative support. Woven into every part of the organization, our Administrative teams makes sure our concepts become reality. The Senior Administrative Assistant (B3) provides high‑level administrative and operational support to four senior leaders across Northern & Central Europe (NCE) and Mediterranean Europe & Baltics (MEDEBA) regions. This role ensures seamless coordination, proactive schedule and communication management, and effective execution of critical business priorities. The position requires exceptional professionalism, strong judgment, and the ability to manage sensitive information while collaborating across global teams. Responsibilities: - Proactively manage executive calendars, ensuring strategic prioritization of meetings, anticipating conflicts, and communicating schedule changes to leaders and stakeholders in a timely and professional manner. - Serve as a primary liaison for internal and external stakeholders, ensuring clear, timely, and professional communication regarding priorities, meeting updates, and emerging issues. - Plan, organize and coordinate team meetings and workshops (virtual and in‑person), including scheduling, logistics, preparation of materials, taking minutes and follow‑up of actions with stakeholders. - Manage multi-leg international travel itineraries, ensuring compliance with visa, travel authorization, and company policies. - Manage expense reporting for all assigned leaders, including providing guidance, support and proactive follow-up as required. Raise purchase orders as required. - Manage digital collaboration platforms (SharePoint, Teams, distribution lists), ensuring accurate content, access control, and adherence to governance standards. Manage and maintain content to ensure relevance and logical filing - Prepare, edit, and format high‑quality executive presentations and documents, ensuring accuracy, clarity, and alignment with corporate branding. - Support leaders with proactive planning and preparing for key meetings (e.g., Leadership Team, regional and country budget reviews). Manage schedule development, track changes across participants and follow up independently. - Collaborate with administrative colleagues and cross‑functional teams to streamline processes, share best practices, drive continuous improvement in administrative operations to deliver high‑quality support for leaders and teams as required - Support and coordinate special projects on behalf of the leaders or within the division as needed. Your Profile: - Proven experience providing an administrative support to a Leadership Team members, in an international organisation. Experience in the Pharmaceutical sector is an advantage. - Fluency in English. - Experience maintaining the highest levels of discretion and confidentiality in handling sensitive organizational, finance and personnel information. - Coordinating and performing multiple tasks while understanding the project principles and technical skills related to own work assignments. - Work priorities and activities are reviewed with little supervision. - Produces and completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills. - Advanced proficiency in Microsoft 365 applications and digital collaboration tools. - Communication Skills must be at a level to effectively interact with Company’s executives and internal and external clients both on-site and remotely to maintain workflow. - Ability to work well under pressure with high level of confidentiality. - Diligence and ability to work independently and effectively with tight deadlines in a fast-paced environment.