Group Executive Assistant

PURPOSE OF THE ROLE

The Group Executive Assistant is responsible for managing the office administration and agendas of two to three Global Executive Committee members. Working closely with the Officers, the position holder organizes global travel arrangements, meetings, conferences, and video conferences. Additionally, the Group Executive Assistant prepares presentations and documents, handles travel expenses and department invoices, oversees file and archive management, and ensures adherence to standard policies and procedures.

The position is based in Basel, Switzerland.

RESPONSIBILITIES

• Independently manages the agendas for the appointed Group Executive Committee members
• Provides support for highly confidential projects
• Coordinates all aspects of worldwide travel in collaboration with an external travel agency, including business trip arrangements
• Organizes meetings, conferences, project team activities, seminars, and video-conferences, both locally and internationally
• Performs general office duties to ensure smooth operations
• Prepares PowerPoint presentations, Excel lists, and Word documents as needed
• Manages travel expenses and department invoices efficiently
• Oversees files and archives, both in hard copy and electronic formats

WHAT WE ARE LOOKING FOR

• At least 5 years of experience as a C-Suite Executive Assistant in an international organization
• Proficiency in the MS Office Suite (PowerPoint, Excel, Word) for creating presentations, lists, and documents
• Excellent communication skills in English and German (written and verbal), Spanish is an advantage, any additional language is an asset
• Structured, results-oriented, and systematic working approach, strong organizational and time management skills
• Attention to detail in handling confidential information and managing travel arrangements
• Adaptability and flexibility to accommodate last-minute changes in schedules or travel plans
• Maintaining professionalism and discretion in all interactions
• Outstanding team player with an open-minded, sociable, and flexible personality, capable of working under pressure, maintains a positive outlook in challenging and demanding situations

If you are interested and believe you can be a good fit, please do not hesitate to call me directly on: +41 61 282 22 13 (Alba Jansa)