Executive Assistant

Job description

Job Description

Professionally and effectively provide complex and demanding administrative and organizational assignments support (i.e planning, coordinating and communicating) to Head of Global Development Operations (GDO) under limited supervision in global environment.
Key responsibilities include the ability to multitask using independent analysis of situations and judgment for determination of best course of action in a fast paced environment supporting complex department (GDO) with internal and external partners.

• Deals with complex and demanding administrative and organizational assignments
• Intense calendar management, schedule appointment, meeting preparation, global coordination for Head of GDO.
• Assist Head of GDO on assigned meetings with meeting logistics, high quality documentation, minutes of meetings and clear communication of actions and follow-up.
• Ability to manage multiple assignments with competing priorities in fast environment for the Head of GDO including:
- Diverse, complex duties, many of which are highly confidential, involving critical business documents and reports
- Compose general correspondence/memos
- Process incoming/outgoing mail
- Make both global and domestic travel arrangements
- Process complex expense reports
- Coordinate internal/external meetings, videos, conference calls, webcast, townhalls
- Assist in the development of slide presentations
- Maintain departmental files in sharepoint and proper submission of approval forms
- Handle confidential information and communication with all levels of management both domestic and global and in a professional manner
- Follow-up on projects assigned to various managers to ascertain status and to assure timely completion
- Various projects as required

• Interaction: Informs, advises and supports Head of GDO on processes, guidelines and services that are specific to the department. Accommodates customers’ specific needs and serving as a professional partner to internal and external business partners.
• Work processes in own area of responsibility: Initiates new processes or modification of processes and coordinates the introduction of new or modified processes.
• Handling of administrative projects*: Acts as project coordinator/manager for administrative projects (design, planning, implementation, communication, etc.)
• Supervisory tasks: Mentors temporary employees or apprentices or assumes a limited project coordination/management role. Lead GDO admin community
* Projects: Tasks with clearly defined content and time limitations

Desired profile

Minimum requirements

Education:
• Commercial training (e.g. Swiss Association of Commercial Employees, business school) or equivalent, possibly even high school graduate

Experience:
• Excellent administrative skills
• Must demonstrate ability to prioritize and handle multiple tasks in a timely fashion, with minimum supervision and efficient follow-up.
• Must be proactive, efficient, customer-focused and able to work under pressure with tight timelines.
• Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues.
• Must be proficient in all secretarial skills, i.e., office procedures, departmental organization and reporting structures, Microsoft Word, Excel, PowerPoint and Microsoft Outlook, Internet Explorer, etc
• Must display Team-oriented approach; Excellent interpersonal skills, strong written/oral communication skills required.
• Strong attention to detail and organizational skills are critical
• Proven track report in coordination skills

Languages:
• Very good written and spoken English or German, good written and spoken other language
• Knowledge of other languages (e.g. French) an advantage