Executive Assistant M/F

Job description

*JOB PURPOSE: Assistant to 6 Vice Presidents in the Global S&M organization. Responsibilities include:

• Travel arrangements and expense reports

• Key contact for purchase processes

• National and international meetings and events management

• Calendar management especially with vendors/consultants and external parties in general i.e.; job candidates, etc.

1) Executive Assistant to Group VPs (80% time spent)

· Completes a broad variety of administrative tasks, including: arranging travel plans and agendas; support Visa application for travel overseas; completing expense reports; managing calendar and schedule appointments with multiple internal & external stakeholders

· Plans, coordinates and ensures the Group VPs’ schedules are followed and respected especially with meetings with external service providers and external parties in general

· Assisting in planning and execution of team meetings, incl. booking of meeting space/room, ordering of meals and meeting materials, ensuring IT support

Single interface/delegate for approvals in relevant systems.

2) Team’s Admin support (20% time spent)

· Support administrative tasks including coordination of travel planning for group trips and/or complex multileg flights

· Manages Purchase Requests, and related invoices.

· Leverages virtual tools (e.g. MS Teams) to support communication and sharing of appropriate content among staff members.

Supports the onboarding of new team members in coordination with HR, IT and Facilities

Profile

* Education / Professional Experience:·

• Bachelor's degree advantageous
• Strong work tenure: 5 to 10 years of experience supporting executives in a global organization

*Languages:

• Business fluent in English
• Knowledge of other languages (e.g. French, German, Italian) advantageous

Position location

Job location

Europe, Switzerland, Geneva

Candidate criteria

Education level required

4 - Bachelor degree

Experience level required

6-10 years

Languages

• English (3- Advanced)
• French (2- Business fluent)

Requester

Desired start date

01/03/2024