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Executive Assistant, Global CE&O (M/F/D)
Tasks:
Provide comprehensive administrative support, including proactive calendar management, meeting prioritization, and coordination across multiple time zones.
Manage complex travel arrangements and itineraries for international business trips; ensure accurate submission of expenses, reconciliations, and compliance with company travel policies.
Organize and facilitate internal and external meetings: scheduling, agenda preparation, briefing materials, technology setup, follow up actions, and maintenance of shared workspaces.
Facilitate onboarding activities for new team members, ensuring smooth integration into tools, systems, and team processes.
Maintain and improve digital collaboration environments (SharePoint, shared drives, departmental hubs), ensuring information is structured, current, and accessible
Act as the central point of contact for record management, archiving, contract routing, document control, and compliance with internal policies and standard operating procedures.
Coordinate cross functional projects and initiatives: track timelines, follow up on deliverables, prepare project documentation, and ensure milestones are met.
Support department operations, including procurement activities (raising purchase orders, managing vendor onboarding, and monitoring budget spend).
Liaise with internal IT and external suppliers for device setup, access requests, software onboarding, troubleshooting, and technology logistics for hybrid meetings.
Support the creation of presentations, dashboards, and documents using PowerPoint, Excel, and other digital tools; ensure visual consistency and executive ready formatting.
Serve as a professional point of contact for internal and external stakeholders, coordinating information flow and representing the executives with discretion.
Prepare communications, meeting summaries, and follow up notes as required; ensure clear alignment and timely dissemination of information across global, regional, and local teams.
Oversee hospitality for visitors, contributing to a professional, inclusive, and welcoming environment.
Qualification:
Minimum 5+ years of experience in an executive support or business administration role within an international environment.
Advanced proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint) and strong capability with digital collaboration tools.
Excellent written and verbal communication skills in English; additional European languages are an asset.
Demonstrated experience in project coordination, stakeholder management, and supporting senior level executives.
Exceptional organizational skills with the ability to manage multiple priorities under pressure while maintaining accuracy and attention to detail.
Strong interpersonal skills, with a collaborative mindset and the ability to work effectively across cultures and teams.
Proactive, solution oriented, and adaptable, with a high degree of professionalism and confidentiality.
Requirements:
Start: asap
Duration: 6 months
Capacity: 5 days per week
Location: Baar, Switzerland
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