EMEA Operations Coordinator

We are seeking a highly organized and proactive EMEA Operations Coordinator to support our EMEA leadership team and oversee the smooth operation of our newly established EMEA headquarter in Zug. This is a unique opportunity to join a pioneering biotech company at a critical moment of growth and expansion across Europe. Position Responsibilities 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