Operations Administration and Project Coordinator

at  Galderma

Galderma is the emerging pure-play dermatology category leader, present in approximately 90 countries. We deliver an innovative, science-based portfolio of premium flagship brands and services that span the full spectrum of the fast-growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981, we have dedicated our focus and passion to the human body’s largest organ - the skin - meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals. Because we understand that the skin, we are in shapes our lives, we are advancing dermatology for every skin story.
We look for people who focus on getting results, embrace learning and bring a positive energy. They must combine initiative with a sense of teamwork and collaboration. Above all, they must be passionate about doing something meaningful for consumers, patients, and the healthcare professionals we serve every day. We aim to empower each employee and promote their personal growth while ensuring business needs are met now and into the future. Across our company, we embrace diversity and respect the dignity, privacy, and personal rights of every employee.
At Galderma, we actively give our teams reasons to believe in our bold ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.
Job Title: Operations Administration and Project Coordinator
Location: Zug, Switzerland (hybrid)
Job Description
Galderma is seeking an experienced Executive Assistant to support the administrative, secretarial, and operational functions within our dynamic, multi-cultural Operations department. This role, based at our Zug headquarters, ensures the smooth day-to-day running of the Operations Function and reports directly to our Global Head of Operations.

Key Responsibilities

• Manage and coordinate the agenda and phone calls for the VP Operations and function directors.
• Ensure proper screening of all received calls, optimizing the agenda and providing appropriate follow-up.
• Provide required documents and information for each confirmed appointment or meeting.
• Coordinate expense reports and submissions monthly according to Company Policy.
• Maintain a proper document filing and archiving system.
• Organize meetings and events, including logistical activities like hotel bookings and catering.
• Coordinate travel arrangements, including booking, visas, and accommodation for local and overseas trips.
• Manage last-minute travel changes, cancellations, and rescheduling.
• Provide back-up support for other Administrative and Executive Assistants as needed.
• Assist in ad-hoc tasks and projects, maintaining confidentiality and efficient document access.
• Support project management within the Operations function to ensure goal achievement.

Skills & Qualifications

• Diploma in Secretarial Studies, Tourism, or Hospitality Management, or relevant qualification.
• Previous experience in a similar role within an international, matrix organization.
• Fluent in English (oral and written); additional European language is an asset.
• Proficiency in MS Office (Excel, PowerPoint, SharePoint); familiarity with Concur or other financial software is a strong asset.
• Ability to multi-task, prioritize, and take ownership of tasks.
• High sense of responsibility, agility, and independent working practice, showing initiative and reliability.
• Positive, dynamic attitude with a commitment to high-level internal and external client service, discretion, and confidentiality.
• Reliable, committed personality with high integrity for handling confidential information.
• Self-motivated with the ability to adapt to a rapidly changing environment.
• Experience in dynamic, change-focused environments and complex structures.
• Excellent organizational skills, with the ability to plan and organize work efficiently.
• Ability to maintain a calm, professional approach during busy, high-volume periods.
• Prior experience in an Industrial or Operations function is a plus.

What we offer in return
You will be working for an organisation that embraces diversity & inclusion and believe we will deliver better outcomes by reflecting the perspectives of our diverse customer base.
This role offers the opportunity to work closely with top executives in a dynamic, multi-cultural environment, providing vital support to ensure the smooth operation of our global functions. As part of Galderma, you’ll be at the forefront of innovative projects, gaining valuable experience and contributing to the success of a leading company in the dermatology industry.
Next steps
We welcome your application via our company website
CAREERS | Galderma

. If you are currently an employee of Galderma, we welcome your application via our internal career site via Workday. The selection process is ongoing.

• If your profile is a match, we will invite you for a first virtual conversation with the recruiter.
• The next step is a virtual conversation with the hiring manager
• The final step is a panel conversation with the extended team

Our people make a difference
At Galderma, you’ll work with people who are like you. And people that are different. We value what every member of our team brings. Professionalism, collaboration, and a friendly, supportive ethos is the perfect environment for people to thrive and excel in what they do

• Manage and coordinate the agenda and phone calls for the VP Operations and function directors.
• Ensure proper screening of all received calls, optimizing the agenda and providing appropriate follow-up.
• Provide required documents and information for each confirmed appointment or meeting.
• Coordinate expense reports and submissions monthly according to Company Policy.
• Maintain a proper document filing and archiving system.
• Organize meetings and events, including logistical activities like hotel bookings and catering.
• Coordinate travel arrangements, including booking, visas, and accommodation for local and overseas trips.
• Manage last-minute travel changes, cancellations, and rescheduling.
• Provide back-up support for other Administrative and Executive Assistants as needed.
• Assist in ad-hoc tasks and projects, maintaining confidentiality and efficient document access.
• Support project management within the Operations function to ensure goal achievement