Team Coordinator, Products and Solutions

Your main tasks

• Organise and coordinate Advisory Board meetings, Products & Solutions Committee, investigator meetings, expert calls, and steering meetings. You own the logistics end to end, not just the calendar invite
• Plan and coordinate workshops and events, facilitation of Agenda creation, including room setup, catering, and materials
• Own and maintain selected Confluence pages (including permissions) so the team always knows where to find what they need
• Manage templates, SOPs, guidance documents, and archiving for Products and Solutions. Keep the knowledge base clean, current, and usable
• Streamline onboarding and training plans for new team members, including external employees. Make sure people have what they need from day one
• Handle DocuSign coordination, LMS support, and invoice consolidation. Keep the administrative processes moving without creating bottlenecks
• Spot gaps and inefficiencies in how the team operates and suggests better ways to do things. We want someone who improves processes, not just follows them
• Identify and implement AI tools that genuinely improve creative production (editing, asset generation, workflow automation)
• Integrate AI into day-to-day workflows and help the team build confidence with new tools
• Keep the executive calendar and meeting logistics running smoothly for board members. The right people, right materials, right room, on time

Your profile

• Commercial education, finance, business administration or equivalent. We care more about how you think than about your exact degree
• Several years of experience in managing projects and coordinating team activities. You have run the operational side of a team before and know what it takes
• You can manage multiple stakeholders with competing priorities without losing track. Experience in a regulated or healthcare environment is a plus
• Confident with digital collaboration tools. You do not just use tools, you make sure they work for the team
• Fluency in English and German is required 
• You are discreet, reliable, and handle sensitive information professionally
• You anticipate what is needed, flag issues early, and follow through without being reminded. Proactive is not a buzzword for us, it is a requirement
• You are comfortable saying "this process does not work, here is a better way" and then making it happen