Join a multicultural team that embraces change! We have an exciting opportunity for an enthusiastic Executive Assistant. Your main responsibility will be providing administrative support to the CEO — a great opportunity for someone who is looking for a promising long-term assignment. The position will be predominantly office-based; occasional remote work is possible. You will be part of a group of talented people in a multinational, diverse, and friendly environment.
Executive Assistant to the CEO (m/f/d)
The ideal candidate is a self-motivated, energetic assistant - happy to get stuck in all aspects of office life. This will be a role with lots of variety and the opportunity to get involved in projects and events while learning new skills along the way. You are someone who thrives in a fast-moving environment, loves to communicate, and build relationships, and has excellent administrative skills.
The Company. Our client is taking the next steps in its transformation. It is expanding its activities, backed by the resources of a major player in its field. We are looking to enhance its team with entrepreneurial thinkers who will contribute to the firm’s core purpose of delivering a significant positive impact to clients. The company is on a dynamic path and needs eager people to help shape it.
What you will be doing. The role is highly visible, and you will ultimately contribute to the efficiency of our client’s business by providing a varying array of administrative and project-based support to the CEO. Responsibilities include the following:
Serving as the primary manager of the CEO's calendar - scheduling meetings, reviewing, and responding to incoming requests, prioritizing appointments to ensure they align with business priorities, coordinating travel/logistics under evolving COVID requirements, and anticipating and resolving potential issues that may come up.
Driving the agenda for key company meetings, assisting with organizing and coordinating events (leadership meetings, offsite events), ensuring people are clear about what they need to prepare ahead of meetings, and having everything ready on time.
Ensuring smooth communication between senior management and employees; liaising with the senior leadership team on various tasks.
Acting as the point person for internal and external stakeholders, executing assignments, and representing the CEO professionally and respectfully. You are an ambassador for the business and the CEO at all times.
Engaging with internal and external correspondence, including sensitive and confidential materials. Drafting or producing management presentations and reports in English and German.
Attending meetings and taking minutes or action notes when required, as well as deal with any follow-ups. You strive to be proactive, e.g., asking «Can we progress this any further?» or «Can I take this task off your hands?»
Managing invoices, the CEO's expense reports and budgeting.
Acting as the liaison between the CEO and HR on matters relating to policy updates and other sensitive information.
Managing general office administrative activities that facilitate the smooth running and organizing of information, as well as other resources. Maintaining and challenging internal processes; focusing on continuous improvement of processes and workflows.
We are looking for someone with
A commercial education and/or further education as an Executive Assistant, or a bachelor’s degree.
Several years experience of providing administrative support at an executive level within a global environment.
Passion for working in an Executive Administrative capacity and excitement for growing on this path.
Excellent time management skills with the ability to anticipate needs and stay one step ahead.
Superior communication skills (both verbal and written German and English).
Experience using technology to enable efficient ways of working, including MS-Office and virtual collaboration tools.
Strong organizational skills while being resourceful, proactive, helpful, and able to think on their feet.
A working style that excels in accuracy and attention to detail.
A flexible mindset, willing to learn and contribute their ideas.
EQ and charisma, a «people person» who loves working with a team and can establish strong working relationships across all levels.
The ability to stay calm and work efficiently under pressure, especially when handling multiple and diverse objectives.
A sense of confidentiality, able to handle highly sensitive information and act with discretion.
In a nutshell: Someone who is confident in his/her abilities, sharp and «on-it», never afraid to ask questions nor challenge ideas. This person is a self-motivated, fast learner who provides executive support of the highest standards.
What is on offer The individual will work alongside a senior business professional with a proven track record of growing global businesses significantly and will be collaborating with friendly, supportive, and highly professional colleagues. Our client cares about the career and professional development of its employees. If you are interested in being part of a business transformation and working in a challenging and rewarding environment, this is a workplace where you can further develop your skills. We would love to hear from you if you are excited about joining this team and think you fulfill most of our client’s needs. To apply, please send a cover letter, resume, and references/diploma to firstname.lastname@example.org; your email should ref. CEO-Assistant-NIL. Barnickel & Fellows | Hofackerstrasse 32 | CH-8032 Zürich | +41 44 269 50 25