Team Assistant - Global Commercial Excellence (m/f/d)

Your Responsibilities: 

Team & Business Operations 

• Provide administrative and operational support to the team, managing complex scheduling across multiple stakeholders and different time zones, and handling day-to-day coordination tasks. 

• Provide proactive administrative and coordination support to the Head of Global Commercial Excellence such as managing complex scheduling, prioritization of information flows, and coordination of travel related tasks. 

• Take ownership of ad-hoc administrative duties and support project management activities, actively identifying opportunities to improve team efficiency and processes. 

• Contribute to the preparation of high-quality PowerPoint presentations for leadership or team communications. 

• Lead the planning and execution of internal and external events and workshops, including direct coordination with vendors (e.g., hotels, venues, restaurants). 

• Book meeting rooms and arrange catering for larger meetings or workshops, working closely with local office administrators when off-site or global facility coordination is needed. 

• Coordinate IT equipment and workplace setup for new team members, ensuring everything is in place before their first day. 

• Support new joiners and external partners throughout the onboarding process, especially with access to IT systems, HR platforms, and general administrative setup. 
   

Finance & Procurement Administration 

• Manage the full Statement of Work (SoW) and invoice process, including documentation, signature tracking, and follow-up on internal payments (e.g., vendor invoices, travel expenses), ensuring accuracy and compliance with internal financial workflows. 

• Prepare and submit purchase requisitions and purchase orders using internal procurement tools (e.g., Instore), ensuring compliance with approval workflows and overview of existing purchase orders 

• Accurately book the received goods in the Instore to trigger the Payment Process 

• Process tax-relevant team activities using related internal system and ensure accurate and timely provision of all required information to support tax-related processes 
   

Your Qualifications: 

• You offer 2–3 years of proven experience in providing administrative or operational support in a fast-paced environment. 

• You are digitally fluent and confident using tools like Outlook, Teams, Excel, and PowerPoint – and you quickly adapt to new systems and platforms. 

• You take initiative, anticipate needs, and solve problems proactively – you don’t wait for instructions; you’re already acting. 

• You bring structure to complexity, are highly organized, and take pride in being detail-oriented and reliable. 

• You handle sensitive information with discretion and professionalism, acting as a trusted representative of the team. 

• You’re a team player who contributes to a positive, collaborative culture and provides steady, dependable support. 

• You communicate clearly, confidently, and appropriately/respectfully across different audiences – from team members and senior leaders to external partners. 

• You have experience working in an intercultural and international environment. 

• You are fluent in English (required); additional languages are a plus.