Executive Assistant to Chief of Staff

Vor 6 Tagen

Zurich, Schweiz Yakoubi Associates Vollzeit

On behalf of a globally active, medium-sized Swiss Private Bank, we are looking for an experienced Executive Assistant to support the Chief of Staff and the CEO together with a colleague.

Tasks

Main responsibilities
- End-to-end organization and prioritization of an executive member’s agenda, balancing executive member’s presence and time, for the needs deriving from different roles and tasks (institutional role as executive member, as well as for mandates in other entities’ governance bodies, Steering Committees, etc)
- Prioritize and categorize meeting requests based on the inputs provided by the executive member and in alignment with the executive member's Office Manager
- Keep regular update of the meeting log (update and enter information into the database)
- Ensure availability of supporting documents and background material for the meetings (upload in the dedicated corporate tool or, if requested, prepare handouts)
- Keep track of deadlines and ensure adequate preparation time for important presentations, meetings, projects, travel and upcoming business initiatives
- Set up and manage paper or electronic filings systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
- Contribute to monitor deadlines, in cooperation with the executive member Office Manager
- Arrange bookings and business travels, for the executive member (including close follow-up for transfers, check-in and all relevant arrangements)
- Process expenses for the executive member
- Review the internal absences and travel authorization system (as executive member delegate in the corporate tool)
- Handle/check daily incoming mail to the attention of the executive member: opening, screening and right forwarding to the relevant units/responsible person or gathering relevant inputs to ensure timely responses and internal information flow

**Requirements**:

- Minimum of 7 years of working experience as an Executive Assistant reporting directly to senior management ideally within a bank
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
- Exceptional interpersonal skills, time management, strong communication and active listening skills, flexibility
- Friendly and professional demeanour
- Collaboration and team spirit
- Languages: English and German must have, Italian & French would constitute a distinctive advantage
- Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software

Looking forward to me you

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