Executive Assistant

**Global Affairs**
**Executive Assistant & Office Manager Global Affairs 100 %**: Start of employment as soon as possible, temporary

The Global Affairs Office at the University of Zurich (UZH) fosters and maintains the university's global engagement with partner institutions and key actors across the international (higher) education landscape and academic community. Its mission is to strengthen UZH's international networks and enhance its global visibility. The office supports the Executive Board in shaping the university's external relations and coordinates the implementation of UZH's internationalisation strategy.

**Your responsibilities**:

- As the right hand of the Head and Deputy Head of Global Affairs, you will ensure the office runs efficiently and management can focus on strategic priorities and projects. You will manage complex calendars, coordinate meetings, prepare documentation, arrange international travel, handle expenses and reimbursements. As the first point of contact for many international and external stakeholders, you will make sure that communication and logistics around meetings and engagements are handled with professionalism and care.

Your key responsibilities include:

- Executive assistance: Coordinate and prepare meetings for the Head and Deputy Head, including agendas and documentation, manage calendars, travel arrangements and reimbursements, support departmental meetings and follow-ups.
- Office management: Conceptual structuring and maintenance of the office organisation and supplies as well as managing the office's central inbox and phone lines, coordinate IT and facility requests, welcome visitors, and support day-to-day operations.
- Financial administration: Monitor budgets, process entries in SAP/Allevo, manage expenses and invoices, and provide team-internal financial guidance.

**Your profile**:

- You are an experienced executive assistant or office manager who enjoys being at the center of things and keeping operations running smoothly. Ideally, you bring several years of experience in supporting leadership functions, coordinating busy schedules, and managing office processes in a dynamic or international environment. Experience in higher education administration is a plus.
You are highly organised and proactive, able to prioritise effectively and remain calm even when situations become hectic. You are comfortable switching between detailed administrative work, financial monitoring, and representing the office to internal and external stakeholders, while maintaining high levels of customer orientation. You communicate with professionalism and ease, both in writing and in person, and you appreci-ate the importance of discretion when working closely with senior leadership.
Strong digital skills are part of your professional toolkit: you work confidently with Office 365, SAP, Share-Point, and CRM systems. Excellent command of German and English enables you to operate in a bilingual environment, and French is a welcome asset. You value collaboration and a positive team culture while also being able to take initiative and work independently. If you enjoy combining organisational excellence with service orientation, and thrive in an international academic setting, we look forward to welcoming you to our team.

**What we offer**:
**Work-Life Balance**
- Flexible working models (such as part-time positions, mobile working, job-sharing)
- Childcare at the kihz foundation of UZH and ETH

**Learning and Development**
- Wide range of continuing education courses of UZH and the Canton of Zurich
- Language Center run jointly with ETH Zurich

**Food**
- Food and drinks at reduced prices in the UZH cafeterias
- Lunch-Check-card with UZH contribution

**Healthcare**
- Special conditions on the Academic Sports Association ASVZ
- Free seasonal flu vaccinations
- Rest and relaxation at the quiet room in the university tower

**Discounts**
- Private traffic: Carsharing, rent a vehicle, parking space
- Digitalization: Hardware, software, mobile phone subscriptions
- Special conditions on hotel reservations

**Conditions of Employment**
- Policies of the UZH
- Most UZH staff are employed according to public law

**International Services**
- Support for people from outside Switzerland

**Campuses**
- Campuses Zurich City, Zurich Irchel, Oerlikon and Schlieren
- Sites Zurich West, Old Botanical Garden, Botanical Garden and Lengg

**Location**:
**Global Affairs***:Karl-Schmid-Strasse 4, 8006 Zürich, Switzerland

**Further information**:
**Questions about the job**:
**Katja Durkin**
- Head Global Affairs

**Vivien Stringer**
- Project Officer Global Operations

**Working at UZH**: