For our client, a Zurich based subsidiary of a global, innovative and profitable corporation with operations in over 60 countries, we are seeking a highly motivated and cheerful assistant. The cultural diversity of the employees is the basis of all global activities, and the strength comes from the people who contribute with their skills and dedication to the company’s success. Resulting from the internal promotion of the current job holder, the following position is to be filled as soon as possible
Executive Assistant to Managing Director (m/f)
First and foremost, we are looking for a person who brings the right attitude to the table: A positive mindset that will help you to achieve the set goals, coupled with enthusiasm that puts yourself on motion and enables you to apply your Know-how effectively in your everyday tasks. Spirit and commitment will be further indispensable assets. This varied role will require a truly flexible approach, and the EA we are looking for is warm-hearted, enthusiastic and applies a helpful client service manner.
You will work across the organization providing comprehensive executive support, managing the daily administrative operations backing up the MD throughout the day. The expectations are high, especially on the interpersonal level. Emotional intelligence combined with the competence to handle demanding challenges with utmost diligence and efficiency are absolutely vital. Likewise, you must know how to prioritize, keep confidentiality and support on VIP topics. You take the initiative and focus on solutions, tackling any changes made on short notice with a «can do» attitude. On rare occasions, you will be asked to assist the MD with personal matters. In such situations, you adapt quickly to the tasks at hand, willing to create an atmosphere of trust and confidence. You excel in all administrative duties and have the maturity to deal with the board, other senior executives and investors alike. Our ideal candidate is proactive, works without boundaries, and brings along a blend of professionalism and passion.
Responsibilities include but are not limited to:
Full-scale executive calendar management
Organization of international meetings, off-sites, events and gatherings incl. associated travel and visa, expenses
Screening of incoming calls and follow-up as appropriate
Handling e-mail/inbox and appropriate message distribution
Taking minutes and correction of the meeting notes, personnel council; follow-up on action items
Compiling information from different sources and individuals
Interaction with senior management; routing of internal and external requests
Supporting the team with company-wide policies and helping to effectively apply them
Working with HR, Finance, Legal and other departments on reporting/collection of signatures, notarizations, etc.
Supervising and participating in internal projects, cultural events, sponsorships
Suggest notes for speeches (internal only)
Occasional informal translations for teams from German/ French to English
You have a graduate degree or commercial apprenticeship and/or further education (Management Assistant)
5-8 years’ assistant experience supporting a senior executive in an international matrix organization
Proficiency in Microsoft Office including Excel and PowerPoint
Proficiency in German, English, French
Emotional intelligence and high level of ownership with the ability to manage time-sensitive issues in a fast-paced environment; deadline driven
Understanding of priorities of the business
Flawless execution in a highly ambiguous and dynamic environment
Excellent communication with good follow-through skills
Collaborative spirit with the ability to develop relationships; cultural sensitivity
Sound judgment, confidentiality, and discretion
Our client seeks to employ people who intuitively engage with teams across the company, working together to deliver best results for the business and customers. If you are eager to join a dynamic company and be involved in global business activities, we will be pleased to receive your application quoting reference number «EA-MDZH» to firstname.lastname@example.org. Your CV should demonstrate your all-round impeccable attention to detail in terms of layout and formatting, correct spelling and include a complete set of credentials together with a cover letter that reflects your motivation for the position.