Executive assistant Jobs in Cham

Office Manager & Personal Assistant to the Director – 100%

Employment: Full time 100 %
Reports to: Director
Driving Licence: Required
Own Car: Strongly preferred

Role Overview

We are looking for a highly organised, proactive, trustworthy, and flexible Office Manager & Personal Assistant to the Director to provide comprehensive business and personal support while ensuring the smooth day-to-day running of the office.

This is a broad, hands-on position combining office management, international travel coordination, executive assistance and private/family support.

The successful candidate will be someone who anticipates requirements rather than simply responding to requests, takes ownership of matters from start to finish, follows up until issues are resolved, and consistently considers the most practical and cost-effective solution.

The role requires flexibility, excellent organisational skills, strong attention to detail and the ability to manage both professional and private matters with complete confidentiality.

1. Office Management

• Take overall responsibility for the smooth day-to-day operation of the office.
• Manage incoming office requests, calls and correspondence and ensure appropriate follow-up.
• Coordinate with IT providers, building management, landlords, cleaning companies and other external service providers.
• Maintain office supplies, equipment and inventory.
• Ensure meeting rooms and common areas are properly maintained and prepared.
• Coordinate office maintenance, repairs and additional cleaning requirements.
• Maintain an overview of outstanding office matters and follow up until they are resolved.
• Support internal meetings, including room preparation, refreshments and catering.
• Review office-related invoices and verify that services and charges are correct before forwarding them for payment.
• Identify opportunities to optimise recurring office costs and supplier arrangements.
• Support office moves and other special office projects, including obtaining and comparing quotations.
• Coordinate with Office Managers in other locations when additional support is required.

2. Travel Management

Take ownership of international travel arrangements for the Director and, where required, other employees.

Responsibilities include:

• Arrange domestic and international flights.
• Book hotels, serviced apartments and other accommodation.
• Arrange train tickets, airport transfers, taxis and private transportation.
• Coordinate visa applications and travel documentation.
• Verify visa validity, permitted stays and other relevant travel requirements.
• Develop efficient travel itineraries considering schedules, connections and meeting commitments.
• Monitor flights and important travel changes and communicate delays or cancellations.
• Proactively identify upcoming travel requirements and book early where this provides a cost advantage.
• Compare travel options and recommend more practical or cost-effective alternatives where appropriate.
• Coordinate accommodation with other company offices.
• Maintain an overview of frequent travel requirements and traveller preferences.
• Assist with travel-related claims, including lost or damaged luggage.
• Ensure travel arrangements comply with applicable company policies and budgets.

3. Personal Assistant to the Director

Provide comprehensive PA support to the Director across both professional and personal matters.

• Manage appointments, commitments and day-to-day priorities.
• Anticipate upcoming requirements and proactively organise necessary arrangements.
• Coordinate business and private appointments.
• Make restaurant reservations and organise business lunches.
• Arrange catering and hospitality for meetings.
• Coordinate correspondence, couriers, letters and postal items.
• Liaise with external advisers, service providers, insurers and other third parties.
• Maintain an accurate overview of open matters, deadlines and required follow-ups.
• Present practical options and recommendations to the Director rather than simply escalating problems.
• Handle confidential and sensitive information with absolute discretion.

4. Private & Family Assistance

The position includes a significant element of personal assistance to the Director and family.

This may include:

• Coordinating family appointments and schedules.
• Researching and arranging children's activities, lessons and registrations.
• Liaising with schools, teachers and activity providers when required.
• Assisting with school-related logistics, including occasional collection or transportation of children when necessary.
• Arranging medical, dental or other personal appointments when requested.
• Supporting pharmacy collections and other practical personal requirements.
• Managing course, examination or language-course registrations.
• Handling returns, purchases and other practical household requests.
• Researching and coordinating personal services and suppliers.

5. Property & Accommodation Support

• Research suitable apartments and properties.
• Arrange property viewings.
• Coordinate rental applications and supporting documentation.
• Review rental documentation and highlight important or unusual contractual points for the Director's attention.
• Liaise with landlords, agents, lawyers and other property-related contacts.
• Support ongoing property searches in Switzerland and internationally where required.
• Coordinate temporary accommodation when necessary.

6. Car, Insurance & Household Administration

• Coordinate vehicle servicing, seasonal tyre changes and repairs.
• Liaise with garages, insurance companies and leasing providers.
• Compare repair/service alternatives and consider cost and convenience.
• Arrange replacement vehicles where required.
• Manage insurance-related administration, claims and correspondence.
• Review insurance options and support contract renewals or changes.
• Follow claims through to completion rather than simply initiating them.
• Provide practical household support when the Director is travelling, where required.

7. Events & Hospitality

• Proactively develop ideas for company events and team activities.
• Research venues and suppliers.
• Prepare estimated budgets and options for management approval.
• Coordinate reservations, payments, transportation, catering and other logistics.
• Support Christmas parties, business dinners and other corporate events.
• Arrange restaurants and hospitality for the Director, guests and business partners.

8. Expense & Cost Coordination

• Conduct an initial sense-check of relevant expenses before submission to Finance.
• Ensure expenses are allocated to the correct company/entity.
• Support reimbursement of approved business expenses.
• Review supplier invoices and identify incorrect or unexpected charges.
• Compare alternatives and negotiate or recommend more cost-effective solutions where appropriate.
• Maintain a strong cost-conscious approach without compromising service quality.

Requirements

Candidate Profile

• Previous experience as an Office Manager, Personal Assistant, Executive Assistant, Family PA, or similar position.
• Comfortable providing a combination of corporate and personal assistance.
• Highly organised with excellent time-management and multitasking abilities.
• Proactive and able to anticipate requirements rather than waiting for detailed instructions.
• Strong problem-solving skills and a practical, hands-on attitude.
• Flexible and comfortable managing changing priorities and occasional last-minute requests.
• Professional, trustworthy, and highly discreet.
• Strong communication and interpersonal skills.
• Experience organising international travel and complex itineraries.
• Comfortable dealing with senior stakeholders, suppliers, property agents, schools, and private service providers.
• Good knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Fluent English required; additional languages are an advantage.

Mobility & Flexibility

• Valid driving licence required.
• Own car strongly preferred.
• Must be comfortable driving locally when required for business or agreed personal-assistance duties.
• Flexibility is important, as occasional ad hoc requirements may arise outside the normal routine.

Working Arrangement

This is a 60% part-time position requiring regular physical presence due to the office-management and PA responsibilities.

The position is particularly suited to someone who enjoys a varied role and is equally comfortable managing an office, coordinating international travel, supporting a Director's schedule, researching an apartment, or assisting with an unexpected personal arrangement.

The successful candidate will be a trusted and reliable point of support to the Director, capable of handling both business and personal matters with professionalism, initiative, discretion, and good judgement.

Benefits

· Competitive salary with performance-based bonus.

· Opportunity to work in a global commodity environment.

· Exposure to international markets and leading industry players.

· Career development in a fast-growing trading team.