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Executive Assistant to Group CEO and CFO

Matthias Brägger Managementberatung
place
Oberer Zürichsee

3W

Online bewerbenopen_in_new

Executive Assistant to Group CEO and CFO

My client is a leading global industrial group with several business units, sales offices and production sites around the world. Innovative products and solutions at the highest quality level are as much a benchmark in the industry as reliability and customer service. With outstanding financial stability and a people focused corporate culture, long-term strategy and reliability as well as a unique image among customers, suppliers and business partners, the company headquartered in the upper lake Zurich area is a very attractive and sympathetique employer.

About the Role

The Executive Assistant manages independently the CFO and CEO secretariat / office. This role aims at supporting, optimizing organizational and administrative tasks for the headquarter fostering modern, efficient and collaborative ways of working.

As the first point of contact for executives, employees, customers and any other external stakeholders, the executive assistant plays a key role in the company’s image. In charge of supervising a small team, the incumbent ensures high standard service quality in terms of office and event management as well as developing the team spirit across the organization.

The areas covered include

  • Assist in administrative matters
  • Event management
  • Project Management
  • Office Management

Key responsibilities include

  • Screen and direct phone calls and distribute correspondence
  • Arrange travel and accommodation for the Group Management – in coordination with other local assistants
  • Ensure all travelers have the necessary visas, insurance or certificates in place
  • CFO agenda management (mailbox and calendar management (e-outlook)
  • Administrative support for the CFO, CEO, HR and if required on other projects:
    • Planning and administration of meetings/event calendars
    • Take minutes or type minutes notes
    • Assist in drafting communication notes as well as presentations, reports and various documentations
    • Manage information flow in a timely and accurate manner (e.g news portal)
    • Support to follow up on deliverables and timelines
    • Coordinate onboarding and off boarding of employees (and eventually some other HR administrative processes)
    • In collaboration with other local Assistants manage ad hoc requests of Group Management
  • Contact point for various internal and external stakeholders ; ensure continuous presence at the reception and on the phone during office open hours
  • Responsible for cash inventory
  • Organize logistics for running leadership meetings and corporate events ( e.g. Christmas dinner, team building events)
  • Coordinate and plan meetings, workshops and conferences for the Group Management and leadership teams
  • Create digital file structure including guidelines for maintenance and clean existing drive /archive
  • Closely work with IT function to be the HQ’s champion for digital office tools
  • Directly manage or contribute to specific files and projects (e.g. creation of a HQ legal database, new joiner onboarding program, implementation of a job reference tool, implementation of a time management system, etc.)
  • Oversee office management (catering, materials, delivery, facility maintenance)
  • Actively contribute to meet office health and safety standards (Covid -19 measures implementation, first help training, etc)
  • Contact point for third party cleaning provider
  • Responsible for regulatory compliance matters. (GDPR contact person)

About you

To be able to manage the challenging tasks at the corporate headquarter of this global, very succesful and growing industrial group you need the following skills, qualifications, experience and personal qualities:

  • Work experience for at least 5 years in an international company as an Executive Assistant, Personal Assistant or similar role
  • Business / Bachelor’s degree, ideally completed with a PA diploma
  • Preferably experience in Human Resources and/or project management (HR coordination, first point of contact with the team, employment contract understanding)
  • Excellent MS Office knowledge and skilled with office gadgets and applications (e.g. e-calendars and copy machines)
  • Fluent in German and English is a requirement, additional language skills especially French can be used regularly
  • Discretion and confidentiality
  • High level of commitment to corporate culture and goals
  • Strong ability to work independently, dynamic, flexible
  • Provide accurate and high level quality deliveries
  • Outstanding organizational and time management skills
  • Ability to anticipate needs, think critically and offer solutions
  • Capable to work under pressure and tight deadlines
  • Excellent interpersonal skills and strong team orientation 

Are you interested? Please send your application to Matthias Brägger or call him for more information.