Asap - (senior) administrative assistant 80-100% (m/f/d)

• 2 year contract
• International financial institution in a highly regulated environment

About Our Client

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.

Job Description

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

The Successful Applicant

• 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

What's on Offer

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.