Regional Administrative Assistant (m/f/d) – MedTech

In this role you provide comprehensive administrative support to the Regional Director of MedTech and the regional leadership team, which includes the Marketing Manager, three Product Managers, the Finance Manager, the Quality Specialist (reporting to the Finance Manager) and to the MedTech CFO.

The main objective is to ensure smooth operational and administrative processes, contributing to the overall efficiency and effectiveness of the regional management team.

Your Assignments:

• Organize and coordinate internal and external meetings, including agenda preparation, minutes, and logistics (meeting rooms, equipment, catering)

• Full travel management: arranging flights, accommodation, local transportation, and providing travel support, ensuring compliance with internal policies

• Manage and submit expense reports for the Regional Director and the MedTech CFO using corporate systems (e.g., SAP Concur), ensuring accuracy and timely reimbursement

• Coordinate and support the organization of regional events: workshops, product launches, and strategic meetings

• Provide administrative support in preparing and reviewing presentations, financial reports, and strategic documents

• Manage and maintain calendars, monitor key deadlines, and coordinate priorities for all members of the regional team

• Support vendor relationships: prepare and follow up on purchase orders, verify invoices, and coordinate payments in collaboration with Finance

• Document management and filing (both digital and physical) in compliance with corporate policies and data protection regulations

• Monitor and assist with administrative processes related to quality and compliance, working closely with the Quality Specialist and Finance Manager

• Oversee and manage requests related to office supplies, IT equipment, and other necessary resources, ensuring availability and proper functioning for all regional team members

• Provide administrative and logistical support to the MedTech CFO, including agenda management and coordination of key meetings and activities within the region

Your Profile:

• Completed commercial training (e.g. office Management, secretarial work or related fields) or equivalent relevant experience

• Minimum 3 years of experience in similar roles within corporate environments, preferably in multinational companies or the healthcare/MedTech sector

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with travel and expense management tools (e.g., SAP Concur) is a plus

• Excellent written and verbal communication skills in German and English  

• Strong organizational skills, attention to detail, the ability to manage multiple tasks effectively and prioritize appropriately

• Proactive attitude, absolute discretion and a strong service and problem-solving orientation