Executive assistant Jobs in Kloten

Executive Administrative Assistant

Location : Zurich

Team : Reporting to Senior Management Board

Duration : 18 months

Start : ASAP

Overview

We are seeking an experienced Executive Administrative Assistant to provide comprehensive administrative support to Management Board members in a dynamic, fast-paced international environment. In this role, you will be responsible for high-level executive support, effective calendar management, travel coordination, event planning, and handling confidential matters with discretion. You will act as a trusted partner to senior leaders, utilizing your organizational skills to anticipate needs and streamline processes across the organization.

Key Responsibilities

Executive Support :

Provide administrative support to Management Board members and senior executives, managing a broad range of activities.Proactively manage complex calendars across multiple time zones for 2-3 management board members, prioritizing based on business needs.Draft, review, and send communications on behalf of executives, ensuring a professional tone.Maintain organizational charts, contact lists, and distribution groups.

Meeting & Event Coordination :

Plan and coordinate domestic and international travel, including logistics, itineraries, and visa arrangements.Organize and support internal and external meetings, conferences, and events.Proactively manage logistics for team events, off-sites, and key business group meetings.

Data & Process Management :

Create and manage data management plansOversee internal processes such as purchase orders, invoice tracking, and expense reporting.Reconcile and submit expense reports, ensuring timely processing.

Liaison & Communication :

Serve as a central point of contact between executives, senior assistants, and business peers across EMEA.Respond to internal and external customer requests, providing accurate and timely resolutions.Build strong relationships with colleagues, fostering effective communication across the organization.

Administrative Leadership :

Anticipate administrative roadblocks and proactively remove barriers.Leverage deep knowledge of business strategy to provide insights and act as an information resource for the team.Host business guests, ensuring a high level of professionalism.

Qualifications & Skills

• Experience : Minimum 3+ years of senior-level administrative support in a fast-paced, international environment.Previous experience supporting C-suite or senior management, with exposure to cross-regional teams.
• Education : Completed commercial apprenticeship or equivalent qualification.
• Technical Skills : Strong proficiency with Microsoft O365 suite, particularly Microsoft Teams, Outlook, and Excel.Fluent in German and English (French is a plus).
• Soft Skills : Exceptional time management, organizational, and multi-tasking abilities.Strong communication skills with the ability to draft emails and communicate on behalf of executives.Self-motivated, detail-oriented, and proactive, with a hands-on approach.High level of integrity and professionalism, with the ability to maintain confidentiality.