Role purpose :

The Team Assistant / Project Coordinator provides high-quality administrative and project support to the EUCAN & International Finance teams in Baar, enabling effective leadership execution, smooth business operations, and strong stakeholder engagement. The role also supports Baar site events and forums to foster site vibrancy and community

You will be responsible for :

• Daily calendar management: Coordinate international diaries for senior leaders; anticipate conflicts and propose solutions; ensure agendas and materials are prepared in advance.

• Meeting and cadence management: Maintain the Finance calendar; schedule EUCAN & International Finance LT and FP&A meetings; prepare monthly agendas; coordinate speakers and pre-reads; capture and circulate actions.

• Travel and expenses: Arrange domestic and international travel; manage itineraries and visa requirements; process expenses in a timely , compliant manner; provide guidance to travellers on policy.

• Inbox and information flow: Support timely responses to internal and external queries; ensure documentation is properly stored and accessible.

• Provide administrative HR support as needed

Project coordination and operations

• Finance projects: Coordinate cross-functional workstream meetings, trackers and follow-ups.

• Procurement and vendor set-up: Raise purchase requisitions; support vendor creation requests.

• Systems and tools: Act as a Super User for Coupa; support colleagues on Concur, Travel & Expenses, and other tools; troubleshoot first-line queries and escalate as needed.

Site and culture enablement

• Site vibrancy: Coordinate Baar site forums, town halls, and community-building events; manage logistics , invitations, onsite materials, and post-event feedback.

• Offsites and leadership events: Lead end to end planning for Finance offsites (venue, travel, budget, agendas, minutes, and actions); ensure events run to time and budget.

You will need to have:

• Experience: Proven track record supporting senior leaders and teams in an international environment, balancing shifting priorities and multiple stakeholders.

• Organization and delivery: Strong planning skills with the ability to anticipate needs, resolve issues, and deliver to deadlines with high accuracy.

• Communication and service: Clear, professional written and verbal communication; customer oriented approach with a calm, solutions focused mindset.

• Experience coordinating cross functional projects and leadership offsites.

• Team player: Collaborative, sociable, and resilient; able to work autonomously while keeping stakeholders informed.

• Digital proficiency : Excellent MS Office skills (Excel, PowerPoint, Word); confident user of Concur, Coupa, and related enterprise tools; quick to learn new systems.

• Languages: Fluency in English and German

• Education: Commercial diploma or equivalent required; further education in project management preferred.