Executive Office Assistant

Executive Office Assistant

Overview

We are looking for an experienced Executive Assistant & Office Manager to join a global Private Equity firm in their recently opened Zurich office.

The role will oversee all office and key admin functions across the Zurich office, provide administrative support to the local senior team and work closely with senior management on the administration of the Swiss office.

Main responsibilities

• Extensive diary management for senior members of the team
• Scheduling meetings, arranging logistics and arranging global business travel
• Managing expenses
• Supporting the creation of documents and materials in Word, PowerPoint and Excel
• Preparing and maintaining reports and general correspondence
• Arranging conferences and other major meetings across different time zones as well as supporting office based events
• Building a strong relationship with the other EAs across the regions
• Overseeing and supporting all administrative duties in the office and ensure that office is  operating smoothly
• Greeting visitors, manage phone calls and correspondence
• Managing office supplies inventory, vendors and service providers
• Identifying opportunities for process and office management improvements, and design and implement new systems
• Coordinating internally and with third party service providers and local authorities as may be required from time to time This could include our insurers, auditors, accountants etc
• Ad hoc general administrative assistance

Your skills:

• 3+ years of experience as an Executive Assistant or in a comparable function with office  management
• Excellent attention to detail
• Strong communication skills, both written and verbal
• Strong interpersonal skills, with a proven ability to develop strong working relationships across  all levels and regions of the business
• Professional and discrete
• Proven experience of managing a busy work load with the ability to prioritise, strong organizational and time management skills
• Fluent in English and German
• Legal entity administration experience would be an advantage
• University degree or relevant role and industry experience

For this position, we can only consider Swiss nationals or professionals possessing a valid EU passport or an existing Swiss permit.

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