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Office Manager for Executive Committee

vor 2 Monaten

Zug, Zug, Schweiz Holcim Vollzeit

About the Role

We are seeking a highly skilled and experienced administrative professional to provide exceptional support to our Executive Committee Member. As an Administrative Support Specialist, you will play a critical role in ensuring the smooth operation of our team.

Key Responsibilities

  • Provide administrative support to the Executive Committee Member, including calendar management, travel arrangements, and correspondence.
  • Manage and coordinate meetings, events, and conferences, ensuring accurate preparation of information and briefing of involved parties.
  • Handle vendor invoices and purchase orders, check/allocate invoices, and handle expense reports.
  • Assist with the budget process, cost, and budget control.
  • Ensure an appropriate working environment, including office supplies, meeting room booking, refreshments, and smooth running of office equipment.
  • Update working manuals in line with internal operations guidelines and maintain required documents, including filing and distribution.
  • Support with administrative onboarding of new employees or contractors.
  • Take care of the Executive Committee Member's personal appointments and tasks.
  • Support visitors with bookings, travel plans, invitation letters, and guest registration.
  • Organize and monitor admin assistant meetings and events.
  • Floor warden duties.

Requirements

  • Administrative education or similar.
  • Minimum 5 years of proven successful experience in providing support to Executive Committee and/or senior leadership members.
  • Solid background in administrative practices and procedures in multinational, fast-paced companies.
  • Experienced user of digital tools and systems, with good skills in using Google-Suite applications, SAP, and video conferencing.

Desirable Attributes

  • Anticipate needs of senior stakeholders and drive tasks to completion.
  • Able to deal with sensitive information and high levels of confidentiality.
  • Highly effective in time management, with strong planning and organizational skills, able to manage multiple tasks and set priorities.
  • Fluent communication with different functions and divisions, able to interact with people at all levels, maintaining positive relationships and sensitive to cultural differences.
  • Keen to keep learning and developing.
  • Resilient, flexible, and able to cope with ambiguity, to function well in a high-paced and at times stressful environment.

Language Requirements

  • Native German speaker.
  • Business fluent in English (written and spoken).
  • Further language skills are an advantage.