Executive Assistant

vor 4 Wochen

Zürich, Schweiz Experis Schweiz Vollzeit

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.
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