Administrative Assistant to Executive Committee Member
Zug, CH, 6300
SUMMARY OF THE JOB
As we continue to look for more sustainable ways to build, we need world-class talent to join our team. People who are passionate about sustainability, driven by curiosity and keen to grow, learn, develop and thrive in our high-performance culture. Are you an energetic and proactive executive assistant, with successful experience in facilitating the day to day activities of senior leaders?
MAIN ACTIVITIES / RESPONSIBILITIES
- Provide reliable and flexible executive administrative support to optimize the business diary - resolve
- calendar conflicts, make judgments and recommendations to plan and orchestrate activities to ensure that priorities are met
- Handle daily communication (mainly in English and German) through phone calls, emails, post and ensure follow up - prioritize inquiries and requests to ensure smooth day-to-day engagements
- Set up and organize internal and external meetings, conference calls and video conferences, ensuring accurate preparation of information and briefing of involved parties
- Organize and coordinate business trips (incl. visa applications etc.)
- Handle vendor invoices and purchase orders, check/allocate invoices and handle expense reports (SAP)
- Assist with the budget process, cost and budget control
- Ensure appropriate working environment, such as office supplies, meeting room booking, refreshments, smooth running of office equipment
- Update working manuals in line with internal operations guidelines and maintain required documents (incl. filing, distribution) as well as the intranet sites
- Support with administrative onboarding of new employees or contractors
- Take care of Exco member's personal appointments and tasks
- Support visitors with bookings, travel plans, invitation letters, guest registration etc.
- Floor warden duties
- Undertake other responsibilities as necessary or assigned by management to support the team
PROFILE REQUIRED
Level of education/qualifications normally required:
- Administrative education or similar
Specific work experience:
- Minimum 5 years of proven successful experience in providing support to Executive Committee and/or senior leadership members
- Solid background in administrative practices and procedures in multinational, fast paced companies
- Experienced user of digital tools and systems, with good skills in using Google-Suite applications, SAP and video conferencing
Behavioural conpetencies:
- You have a passion for excellent service, are well organized and enjoy collaborating with others to ensure that together you can build progress.
- Anticipate needs of senior stakeholders and drive tasks to completion
- Accurate, reliable and able to deal with sensitive information and high level of confidentiality
- Highly effective in time management: with strong planning and organizational skills, able to manage multiple tasks and set priorities
- Fluent communication with different functions and divisions, able to interact with people at all levels - maintaining positive relationships and sensitive to cultural differences
- Keen to keep learning and developing
- Resilient, flexible and able to cope with ambiguity - to function well in a high-paced and at times stressful environment
Language skills:
- Native German speaker
- Business fluent in English (written and spoken)
- Further language skills of advantage