Personal Assistant to Coo and Cito

vor 2 Wochen

Baar, Schweiz Aman Group Sarl Vollzeit

Personal Assistant to COO and CITO
- Baar, Switzerland
- Executive Office
- 2738
- Corporate Office - Switzerland

**Job Description**:
**POSITION OVERVIEW**

**RESPONSIBILITIES**

E**xecutive Support**:

- Provide comprehensive administrative support to both the COO and CITO.
- Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and organizing itineraries.
- Prepare and process expense reports, travel bookings, and ensure necessary approvals are obtained.
- Organize and prioritize executive tasks to ensure deadlines are met.

**Meeting Coordination**:

- Plan, coordinate, and prepare agendas for meetings, conferences, and board meetings.
- Take minutes, follow up on action items, and ensure key stakeholders are kept informed.
- Manage the logistics of video conferences and team collaborations across global time zones.

**Project Management Support**:

- Assist with the coordination and tracking of key projects and initiatives led by the COO and CITO.
- Conduct research and prepare briefing documents or presentations for business initiatives, internal/external meetings, and travel.
- Collaborate with various departments to ensure that projects and deadlines are managed efficiently.

**Document Management**:

- Draft, proofread, and edit reports, presentations, and other materials.
- Maintain and organize important documentation, ensuring confidentiality and accuracy.
- Manage the filing system, both physical and digital, to ensure data is accessible and secure.

**Travel & Event Planning**:

- Organize and oversee international travel arrangements for the executives, ensuring smooth coordination across multiple countries.
- Plan and execute internal and external events, team offsites, and other corporate engagements needed.

**Relationship Management**:

- Liaise with high-level stakeholders, including board members, hotel general managers, key clients, and strategic partners.
- Foster positive relationships with other executives and departments within the organization.

**QUALIFICATIONS**
- A bachelor’s degree in business administration, hospitality management, or a related field is advantageous but not required. Equivalent work experience will be considered.
- Previous experience in an administrative or coordinator role is preferred. Exposure to the hospitality or corporate sector is beneficial but not essential.
- Fluency in English is required. Proficiency in French and/or German is a strong advantage, given the global nature of the role and its base in Switzerland.
- Comfortable using MS Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management software and digital collaboration tools (e.g., Microsoft Teams, Zoom) is desirable.
- Willingness to travel internationally as needed.
- Exceptional organizational skills with the ability to handle multiple tasks effectively
- Strong interpersonal and communication skills, with a professional demeanor and the ability to interact with high-profile individuals.
- High attention to detail and accuracy, especially in handling confidential information.
- Problem-solving mindset with the ability to anticipate needs and proactively address issues.
- Ability to work under pressure, adapt to changes, and maintain composure in a fast-paced environment.
- Eligibility to live and work in Switzerland.

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