Executive Assistant

Purpose

Provide administrative support to the dedicated Vice Presidents and their departments to ensure efficient management and running of the function on a day-to-day level.

Key Accountabilities

• Take charge of all kind of correspondence independently, to ensure timely and accurate response
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts
• Create announcements and newsletters
• Create presentations
• Schedule internal and external meetings/conferences
• Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Complete travel expense reports
• Handle the department cost-center on at the respective level, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
• Key contact point for information management (e.g., intranet), ensure content of the intranet is up to date
• Proactively/independently carry out special projects and assignments
• Assist in and coordinate projects and assignments as directed
• Take over administrative and coordinative tasks of department members as requested
• Organize engagement activities across departments

Key Relationships

• VPs Global Supply Chain Management team
• Peers and stakeholders of dedicated VPs Global SCM
• Other Executive Assistants
• HR Lucerne
• Supporting functions: Travel, Workplaces, etc

Knowledge, Capabilities, and Skills

• An excellent service minded and can-do attitude
• Pro-active E2E thinking, understanding dependencies and preferences
• Very good language skills, particularly in English & German both written and spoken
• Strong communication skills, especially throughout all hierarchy levels
• High level of service orientation in dealing with internal and external stakeholders/customers
• Outstanding organizational skills
• First project management experience preferred
• Excellent PC software skills
• Excellent knowledge on new media & applications

Qualifications

• Bachelor’s degree in Business or Communication, or any other related education field
• Minimum 3 years of relevant work experience, ideally in a dynamic and diverse work environment