Executive Assistant

Executive Administrative Assistant

Location: Zurich
Team: Reporting to Senior Management Board
Duration: 18 months
Start: ASAP

Overview

We are seeking an experienced Executive Administrative Assistant to provide comprehensive administrative support to Management Board members in a dynamic, fast-paced international environment. In this role, you will be responsible for high-level executive support, effective calendar management, travel coordination, event planning, and handling confidential matters with discretion. You will act as a trusted partner to senior leaders, utilizing your organizational skills to anticipate needs and streamline processes across the organization.

Key Responsibilities

1. Executive Support:

   • Provide administrative support to Management Board members and senior executives, managing a broad range of activities.
   • Proactively manage complex calendars across multiple time zones for 2-3 management board members, prioritizing based on business needs.
   • Draft, review, and send communications on behalf of executives, ensuring a professional tone.
   • Maintain organizational charts, contact lists, and distribution groups.

2. Meeting & Event Coordination:

   • Plan and coordinate domestic and international travel, including logistics, itineraries, and visa arrangements.
   • Organize and support internal and external meetings, conferences, and events.
   • Proactively manage logistics for team events, off-sites, and key business group meetings.

3. Data & Process Management:

   • Create and manage data management plans
   • Oversee internal processes such as purchase orders, invoice tracking, and expense reporting.
   • Reconcile and submit expense reports, ensuring timely processing.

4. Liaison & Communication:

   • Serve as a central point of contact between executives, senior assistants, and business peers across EMEA.
   • Respond to internal and external customer requests, providing accurate and timely resolutions.
   • Build strong relationships with colleagues, fostering effective communication across the organization.

5. Administrative Leadership:

   • Anticipate administrative roadblocks and proactively remove barriers.
   • Leverage deep knowledge of business strategy to provide insights and act as an information resource for the team.
   • Host business guests, ensuring a high level of professionalism.

Qualifications & Skills

• Experience:
  • Minimum 3+ years of senior-level administrative support in a fast-paced, international environment.
  • Previous experience supporting C-suite or senior management, with exposure to cross-regional teams.
• Education:
  • Completed commercial apprenticeship or equivalent qualification.
• Technical Skills:
  • Strong proficiency with Microsoft O365 suite, particularly Microsoft Teams, Outlook, and Excel.
  • Fluent in German and English (French is a plus).
• Soft Skills:
  • Exceptional time management, organizational, and multi-tasking abilities.
  • Strong communication skills with the ability to draft emails and communicate on behalf of executives.
  • Self-motivated, detail-oriented, and proactive, with a hands-on approach.
  • High level of integrity and professionalism, with the ability to maintain confidentiality.