German Speaking Executive Assistant

Job Description

Role Overview

This position would suit a highly proactive EA who is flexible with excellent organisational skills, and proven experience operating in a fast moving, growing professional services business.

Key Responsibilities

• Proactively manage complex diaries across multiple global time zones, balancing competing priorities and ensuring executives’ time is optimized
• Coordinate internal and external meetings, including meeting logistics, rooms, hospitality and supporting materials
• Manage extensive international travel, including complex itineraries, accommodation, ground transportation and visa requirements, while adapting quickly to changing business needs
• Prepare and reconcile executive expenses, process invoices and maintain appropriate records
• Oversee the day-to-day running of the Zurich office, ensuring a professional, efficient and welcoming working environment
• Act as a key point of contact for employees and visitors, managing office-related queries and requirements
• Liaise with Facilities, IT, Finance, building management and external vendors to ensure smooth office operations
• Coordinate onboarding for new joiners, including technology, access, desk set-up and inductions
• Support the planning and coordination of team meetings, off-sites, conferences, events and other office initiatives
• Build strong relationships across the business and global offices, maintaining confidentiality and providing flexible support to the wider team

Technical Skills

• Minimum 5 years' experience in a similar industry
• Fluent in German and English, French is a plus
• Excellent organization and communication skills
• Proficient knowledge of Microsoft Outlook, Word and PowerPoint
• Previous experience using Concur would be desirable but not essential
• Proactive and able to work on own initiative as well as part of a team
• Decisive, resourceful and quick to prioritise
• High attention to detail
• Flexible and adaptable
• Resilient, with strong team focus