EMEA Operations Coordinator

Office Management:

• Lead and support the EMEA HQ office build-out, including coordination with vendors, contractors, and internal stakeholders.
• Set up and manage daily office operations including vendor coordination, utilities, invoices, and landlord relations.
• Develop and maintain scalable office systems and processes.
• Monitor and manage office supplies, equipment, and inventory.
• Ensure compliance with health, safety, and regulatory standards.
• Coordinate with IT and Facilities for infrastructure and workspace optimization.
• Organize team-building activities, offsites, and executive visits.

Assistance to Leadership Team:

• Provide high-level administrative support to the EMEA leadership team.
• Coordination of administrative tasks between EMEA offices.
• Manage calendars, schedule meetings, and coordinate complex travel arrangements across Europe and the US.
• Prepare and edit correspondence, presentations, and reports.
• Handle confidential information with discretion and professionalism.
• Support leadership in organizing regional events and large meetings (Congress and HCP Events)

Travel Coordination:

• Plan and book international and domestic travel for EMEA Leadership team members, including flights, accommodation, ground transportation, and itineraries.
• Organize EMEA meetings such as business reviews.
• Ensure compliance with company travel policies and budget guidelines.
• Liaise with travel agencies and vendors to secure optimal arrangements.

Budget Tracking & Administration:

• Lead budget tracking for office operations and travel, ensuring cost-effectiveness and adherence to financial guidelines.
• Process expense reports and invoices in collaboration with Finance.
• Support procurement activities and maintain accurate records of expenditures.

Candidate Requirements:

• Minimum 3–5 years of experience in office management and executive support, ideally in biotech, pharma, or life sciences.
• Proven experience in office build-out or relocation projects.
• Strong organizational and multitasking skills with attention to detail.
• Proficient in MS Office Suite (especially Excel, Outlook, PowerPoint); experience with expense and travel management tools is a plus.
• Experience setting up office operations from scratch is a strong advantage.
• Excellent interpersonal and communication skills.
• Swiss residency required
• Independent, proactive problem solver with strong written and verbal communication skills in German and English