Executive Assistant - ADVANZ Pharma

Job Title: Executive Administrative Assistant

Location: Munich, Germany (Hybrid – 3-4 days in office)

About the Role

As ADVANZ PHARMA continues to strengthen its position as the partner of choice for specialty, hospital, and rare disease medicines, we are seeking a highly proactive and digitally savvy Executive Administrative Assistant to support our VP DACH and the DACH Leadership Team.

This is not your average administrative role — it’s an exciting opportunity to work directly with senior leadership in a collaborative, agile, and international working environment where your ideas, organisational skills, and initiative will have a genuine impact.

You’ll coordinate critical meetings, manage leadership off-sites, and act as a trusted advisor in day-to-day operations. Working closely other office management colleagues, you'll play a key role in ensuring smooth operations across the region while influencing and continuously improving workflows, tools, and processes.

What You’ll Do:

• Provide high-level administrative support to the VP DACH and the DACH Leadership Team
• Maintain confidential files and databases in compliance with GDPR
• Process invoices, purchase orders, and expense reports using SAP
• Coordinate leadership off-sites, high-priority meetings, conferences, and executive travel
• Serve as a key point of contact between leadership and internal/external stakeholders
• Anticipate needs and proactively manage priorities in a fast-paced, complex environment
• Collaborate closely and ensure smooth coordination of transactional and operational tasks
• Support onboarding and ongoing communication with global and back-office teams, including India
• Continuously seek ways to improve workflows, tools, and communication
• Act as a hub for cross-functional queries, supporting collaboration across teams
• Support the team culture by promoting our “ONE Team” mindset and contributing to an inclusive, forward-thinking workplace

About You

We are looking for someone with a strong service mindset, digital agility, and a proactive approach to problem-solving. You thrive in an environment that requires resilience, adaptability, and collaboration across international teams.

You don’t just manage tasks—you anticipate needs, challenge the status quo, and help make processes more efficient. If you’ve supported senior leaders in a high-performance environment before and are fluent in both German and English, we’d love to hear from you.

Qualifications:

• Fluent in German and proficient in English, both written and spoken
• Relevant administrative or commercial training/certification is a plus

Knowledge, Skills & Experience:

• Experience supporting managing directors or general managers (essential)
• Proficiency with Microsoft Office, especially PowerPoint, Excel, Outlook, and SharePoint
• Strong digital proficiency, including SAP
• Exceptional organisational skills with the ability to juggle priorities in a fast-moving environment
• Excellent written and verbal communication, confident liaising with stakeholders at all levels
• Ability to work with discretion and maintain confidentiality
• Experience coordinating across international teams and managing external vendors
• A proactive, solution-focused mindset with a commitment to continuous improvement
• Hands-on, reliable, and comfortable with ambiguity and change

What Success Looks Like in This Role

• Providing seamless, proactive support to senior leaders and the wider team
• Managing tasks and urgent priorities with resilience and accuracy
• Strengthening coordination between regional, global, and back-office teams
• Balancing executive support and office management duties effectively
• Demonstrating initiative, digital fluency, and continuous improvement

Why ADVANZ PHARMA?

At ADVANZ PHARMA, we believe that our employees are our greatest asset.

That’s why we are committed to creating an environment where every individual can thrive, contribute, and grow. Here’s what makes ADVANZ PHARMA an exceptional place to build your career:

A Culture of Empowerment and Belonging:

We foster a workplace rooted in continuous learning, inclusivity, and collaboration. Every voice matters, and we strive to ensure our employees feel valued, respected, and empowered to make a difference.

Flexibility and Support for Your Wellbeing:

Our agile and flexible working arrangements, paired with a comprehensive compensation and benefits package, are designed to support your health, career aspirations, and work-life balance.

Recognition That Inspires:

Through our Rewards and Recognition program, we celebrate the extraordinary contributions of our team members. From outstanding achievements to day-to-day excellence, we make appreciation a cornerstone of our culture.

Global Benefits:

We are proud to offer a comprehensive global benefits package designed to support the health, well-being, and professional growth of our employees. Our benefits include competitive compensation, health and wellness programs, opportunities for career development, and a strong focus on work-life balance:

• Global recognition program
• Employee Assistance program
• Birthday leave
• Annual Wellbeing Day leave  
• Two days Volunteer leave
• Four weeks working from anywhere
• Compassionate leave

• Long Service Award

But don’t just take our word for it: 89% of employees in our Q1 2025 engagement survey would recommend ADVANZ PHARMA as a great place to work.

Apply now, and be part of a team where your growth drives our success!

*Please include a CV and Cover letter.*

ADVANZ PHARMA's Commitment to Equal Employment Opportunities:

Our teams are made up of people from all walks of life and backgrounds. We thrive in an environment where uniqueness is celebrated. ADVANZ PHARMA is committed to providing equal employment opportunities for all employees and prospective employees without regard to race, color, religion, sex, age, national origin, ancestry, sexual orientation, marital status, disability, or other protected classifications to the extent required by applicable laws. In all instances, the company will continue to comply with all local laws governing employment practices. In addition, the company will make reasonable accommodation for any applicant or employee with a disability, both during the application process and on the job, whenever possible.