Tasks and Responsibilities:
* Executive Support & Communication
• Manage and prioritize incoming calls, visitors, emails, and correspondence on behalf of the CLO with professionalism and discretion.
• Handle sensitive and confidential matters with the highest level of integrity and diplomacy.
• Serve as a liaison between the CLO and internal/external stakeholders, ensuring smooth communication and follow-ups.
• Support the CLO for Board and EC matters (agenda, minutes, Board tool, etc.)
* Calendar, Travel & Expense Management
• Maintain and coordinate the CLO calendar, ensuring optimal time management and resolving scheduling conflicts.
• Organize complex business travel (local and international), including visa arrangements, logistics, and itinerary planning
• Track and process expenses and invoices with accuracy and efficiency.
* Meeting & Event Coordination
• Plan and organize meetings, workshops, and events, including Board of Directors and some Executive Committee meetings in collaboration with other EC Assistants.
• Ensure seamless execution by handling logistics, preparing materials, and managing participant coordination.
* Administrative & Reporting Support
• Prepare reports, PowerPoint presentations, and Excel files to support the CLO activities.
• Ensure timely submission of inputs for the monthly Board of Directors (BoD) calls.
• Maintain organized files, records, and documentation to support efficient operations.
* Agility & Problem-Solving
• Anticipate needs and proactively address challenges to support the CLO’s effectiveness.
• Exercise independent judgment to manage priorities and navigate unexpected changes.
• Continuously seek ways to improve efficiency in administrative processes
Your Profile:
* Highly Organized & Detail-Oriented: Manages multiple priorities seamlessly and maintains a structured approach.
* Discreet & Professional: Handles confidential matters with absolute integrity and professionalism.
* Resilient & Composed: Maintains efficiency and calm under pressure, ensuring seamless operations at all times.
* Experience in large global organizations
* Tech-Savvy: Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Teams, ARIBA, Concur) with the ability to prepare reports and presentations.
* Collaborative & Agile: Works effectively with senior executives and cross-functional teams in a fast-paced environment.
* Ability to build strong and trusted relationships with internal and external contacts.
* Proactive & Adaptable: Anticipates needs, takes initiative, and responds effectively to shifting priorities
* Strong Communication & Presence: Ensures clarity and professionalism in interactions on behalf of the CLO
* Required* A-level/high school diploma or commercial apprenticeship.
* Preferred Further education to Executive Assistant would be an advantage
* Highly Experienced - 10+ years
* Fluency in English and German
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