Firmenprofil
For an international financial institution based in Switzerland, operating in a complex and regulated environment, we are seeking an experienced Administrative Assistant to support the Head of Internal Audit.
Contract: 2 year contract.
Aufgabengebiet
Executive Support & Coordination
* Deliver high‑level administrative support to the Head of Internal Audit, including proactive calendar management, scheduling, and prioritisation of commitments.
* Act as a central coordination hub for incoming requests, ensuring efficient communication flow across the function.
* Manage emails, calls, and correspondence on behalf of the Head of Internal Audit, ensuring timely follow‑up and alignment.
* Prepare and consolidate meeting materials, including agendas, reports, and briefing notes for key stakeholders.
* Organise meetings end‑to‑end, ensuring all logistics, documentation, and participant communication are handled seamlessly.
Operational Organisation & Process Support
* Coordinate internal and external meetings, including room bookings, logistics, and required documentation.
* Maintain and regularly update internal communication platforms such as the departmental intranet.
* Support procurement processes, including raising purchase orders, coordinating contractor onboarding, and tracking delivered services.
* Prepare internal reports and documentation such as meeting minutes, project updates, and financial tracking reports (e.g. budgets, expenditures, time reporting).
Documentation & Information Management
* Maintain accurate, structured, and up‑to‑date records across the department, including audit plans, reports, meeting documentation, and staff‑related information.
* Ensure proper document version control and secure storage in line with internal policies and confidentiality standards.
* Support data governance practices, ensuring compliance with retention policies and audit trail requirements.
Budget & Governance Support
* Assist in monitoring and administering the department’s budget, ensuring cost control in line with internal guidelines.
* Contribute to financial tracking and reporting activities, supporting transparency and effective resource management.
Stakeholder Interaction & Communication
* Serve as a key liaison between Internal Audit leadership and both internal and external stakeholders.
* Draft, review, and distribute professional communications, ensuring clarity, accuracy, and consistency.
* Collaborate closely with governance bodies and secretariats, ensuring smooth coordination and alignment.
* Prepare and edit presentations, reports, and formal correspondence for senior audiences.
Travel & Event Management
* Coordinate domestic and international travel arrangements, including flights, accommodation, and detailed itineraries.
* Plan, organise, and support events such as conferences, seminars, and internal meetings.
* Manage logistics and budgets for events, ensuring smooth execution and high‑quality delivery.
* Arrange and coordinate team activities and departmental events to support engagement and collaboration.
Anforderungsprofil
* Tertiary education or equivalent professional experience.
* Minimum of 5 years’ experience in an executive assistant, administrative, or similar support role at senior level.
* Experience in an international environment, ideally within financial services or another regulated industry.
* Strong organisational skills with the ability to manage multiple priorities and complex schedules.
* Proficiency in Microsoft Office 365, SharePoint, and Teams.
* Excellent written and verbal communication skills in English.
* High level of discretion and ability to handle sensitive and confidential information.
* A proactive, solution‑oriented, and detail‑focused mindset.
Additional Assets
* Experience with modern collaboration tools and process optimisation.
* Knowledge of additional languages, particularly German.
* Exposure to project coordination or budget tracking.
Vergütungspaket
You are a highly reliable and adaptable professional who enjoys working in a structured yet dynamic environment and supporting senior stakeholders with efficiency and professionalism.
Kontakt
Referenznummer: JN-062026-7034801
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