Business Operations Specialist

Business Operations Specialist – Events (Administrative Focus)

Contract details

• Duration: August 2026 – February 2027
• Location: Baar (hybrid, 3 days on-site)
• Workload: 100% (hybrid setup)

We are supporting a global healthcare organisation in hiring a Business Operations Specialist to support the operational and administrative execution of external events and congresses.

This role is not an event management position but rather focused on coordination, administration, and compliance-driven processes behind events in a highly regulated environment.

Key responsibilities

• Manage the end-to-end administrative process for external events and congresses (from request to close-out)
• Coordinate internal approvals, contracts, and documentation in line with compliance requirements
• Support invitation management , including creation, tracking, and follow-up with participants
• Act as a central coordination point between Marketing, Sales, and Event teams
• Ensure all activities are aligned with internal policies and external regulatory requirements (HCP compliance)
• Maintain accurate records and documentation in systems (e.g. event tools, expense systems)
• Support budget tracking, invoicing, and expense reconciliation
• Assist with congress administration , including registration, coordination, and reporting
• Liaise with external stakeholders (e.g. agencies, vendors) from an operational and coordination perspective

Key requirements

• 5+ years of experience in a coordination, operations, or administrative role
• Experience in a pharmaceutical or highly regulated environment is strongly preferred
• Proven ability to manage processes, documentation, and stakeholder coordination
• Strong organisational skills with a detail-oriented and structured working style
• Experience working with contracts, approvals, or compliance-driven workflows
• Excellent communication skills and a proactive, service-oriented mindset
• Fluent in German and English (written and spoken)

What we’re looking for

• Someone who enjoys working behind the scenes , ensuring processes run smoothly
• A profile with a strong focus on operations, coordination, and administration , rather than hands-on event delivery
• Comfortable working in a structured, compliance-heavy environment