Team and Executive Assistant - Europe (1 year contract)

INOVA PHARMACEUTICALS (AUST); Langenrinne; Hybrid; EUR 40.000 - 55.000; Teilzeit

Zusammenfassung

iNova Pharmaceuticals is seeking a Team and Executive Assistant to support the Region Europe Team. This role involves administrative support, project coordination, and direct assistance to senior executives, requiring 3-5 years of experience in a similar capacity. Candidates must be fluent in English and proficient in German, with a keen focus on detail and time management.

Qualifikationen

• 3–5 years experience in an administrative support role, experience with senior executives preferred.
• Proven experience in calendar management and coordinating with senior stakeholders.

Aufgaben

• Organize meetings and take meeting minutes when required.
• Support with travel arrangements and expense reporting.
• Lead organization of team events, workshops, and conferences.

Kenntnisse

Time Management

Communication

Interpersonal Skills

Proactive Mindset

Ausbildung

Certifications in Office Management or Administration

Tools

MS Office (Outlook, Word, PowerPoint, Excel)

Jobbeschreibung

iNova is a different kind of health company.We areleading the way to better health by delivering innovative, patient-centric products that improve the lives of people around the world. Ourdiverse portfolio of iconic, market-leading consumer health brands and prescription medicines are backed by science and distributed in over 75 markets across Asia, Australia, New Zealand, Middle East & Africa and Europe. Experience the iNova difference today.

The Opportunity

We currently have an opportunity for a Team and Executive Assistant to support our Region Europe Team.This position reports directly to the General Manager, Europe and is offered on a one-year contract basis, with the possibility of extension. We are looking to hire this role on a 60% basis, providing an excellent opportunity for a dynamic and organized professional to contribute meaningfully in a hybrid work arrangement.

The primary focus of the role will be to support the Region Europe Team based in Zug, with general administrative and coordination tasks as well as take on some executive assistant responsibilities supporting the Region Head directly.

You will actively work with the Europe team to provide the support needed for the role. Additionally, you will collaborate with theiNova Ireland Team, theiNova Singapore Head Office Team, the Alliances’ local country teams,and other Global Functions when needed.

Main responsibilities as Team Assistant :

• Administrative Support : Organize meetings, prepare agendas, take meeting minutes (when required), and maintain shared calendars.
• Office Management : Liaise with and manage relationship with Regus, order office supplies, manage shared spaces, handle incoming calls, distribute post (open, scan, forward to appropriate person), & packages
• Event Organization : Lead organization of team events, offsites, workshops, or conferences.
• Onboarding Support : Assist with onboarding of new employees (IT requests, seating, welcome kits).
• Project Coordination : Support or lead smallerprojects (e.g. sample distribution) and customer requests. Assists the team during the development of major projects from commencement to completion. Monitors progress of project activities and assists the Team with documentation when necessary. Schedules status updates and prepares supporting documents.
• Travel Coordination : For group travel - book travel, accommodation, and transport for team members.

Additional responsibilities to support the Region Head :

• Calendar Management : Independently manage and prioritize calendar, schedule meetings with internal and external stakeholders.
• Expense Reporting : Gather receipts, compile expense reports, and support with reimbursement processes.
• Travel & Logistics : Organize complex travel arrangements, including international itineraries, visas, and agendas.
• Confidential Support : Handle sensitive and confidential information with discretion (HR matters, leadership materials, legal documents).

Qualifications & Experience :

• Additional certifications in office management or administration are a plus
• Proficient in MS Office (Outlook, Word, PowerPoint, Excel)
• At least 3–5 years experience in an administrative support role, additional experience supporting senior executives desired
• Experience working in a team or project support function
• Proven experience in calendar management
• Track record of coordinating with senior stakeholders across functions and regions
• Experience working in fast-paced corporate,multinational, or executive environments

About You :

• Good time management and prioritization skills
• Strong communication abilities and interpersonal acumen
• Proactive mindset with the ability to anticipate needs and take initiative
• Friendly, collaborative, and service-oriented approach
• Resilient under pressure; adept at managing multiple priorities and navigating ambiguity
• High level of integrity, precision, and attention to detail
• Committed to discretion and maintaining strict confidentiality

Additional Requirements :

• Fluency in English is essential (both spoken and written)
• Proficiency in German isa strong plus
• Remote work is supported on Mondays and Fridays. In-office presence is required on Tuesday, Wednesday, and Thursday afternoons from 1 : 00 PM to 5 : 00 PM.
• Working hours may occasionally be adjusted to meet critical business needs, provided sufficient advance notice is given
• Adhere to company values at all times
• We are only able to consider candidates who are legally authorized to work in Switzerland without work visa sponsorship

If you wish to be part of an energetic team within a thriving organisation, focused on bringing innovative products to market, pleaseAPPLY TODAY!We want you to join us in our pursuit of healthy living!