Jobdescription
We are looking for a proactive, high-performing Executive Assistant to provide advanced administrative and operational support to our global and local teams. The ideal candidate will act as a central hub for the department, steering cross-functional meeting logistics, budget forecasting, complex scheduling, and the creation of executive-ready materials to ensure maximum operational efficiency.
Key Responsibilities
* Provide high-level administrative support in all interactions with local and global stakeholders, delivering comprehensive assistance to the wider team beyond the core Leadership Team.
* Schedule and maintain complex daily calendars, coordinate detailed domestic and international travel arrangements, and manage high-level business meetings by driving logistical details with internal colleagues and external vendors.
* Manage the end-to-end planning, preparation, and follow-up for global meetings (creating agendas, consolidating presentations, preparing accurate minutes, capturing action items, and distributing deliverables).
* Assist in the design, development, and assembly of sophisticated presentation materials?including high-level PowerPoint graphics, notebook designs, and structured content?often intended for executive management or external partners, while maintaining a dedicated library of templates.
* Compile, prepare, and distribute complex, detailed, and sophisticated reports or materials in a timely manner, while efficiently tracking and delivering important documents requiring executive signature.
* Work closely with other internal functions to ensure the department operates at the highest level of efficiency, acting as the primary interface with Facilities (for space management) and IT (for fully functioning, up-to-date technology and equipment).
* Maintain the department budget by processing invoices, preparing purchase requisitions, tracking costs, executing long-term forecasting, and processing expense reports through corporate systems to ensure budget compliance.
* Prepare and execute onboarding plans for new colleagues; maintain team distribution lists, org charts, staffing lists, and relevant document repositories (e.g., Teams, SharePoint); and proactively manage office supplies and the supply closet.
Qualifikationen
Your Profile
* Proven experience as an Executive Assistant, Operations Coordinator, or in a similar high-level support role within a complex, global, or matrixed corporate environment.
* Exceptional interpersonal, written, and oral communication skills, with a demonstrated ability to communicate confidently across all levels of an organization.
* A proven track record with concrete examples of developing, nurturing, and maintaining strong collaborative relationships across different departments and functions.
* A high customer service mentality with the ability to deeply understand the scope, content, and objectives of ongoing team initiatives and programs in order to provide the utmost proactive service.
* Strong organizational and time-management skills, with a meticulous attention to detail and an absolute commitment to follow-through on all assigned tasks.
* Highly adaptable and flexible mindset with a proven ability to successfully multitask, prioritize shifting workloads, and manage complex, sophisticated documents under tight deadlines.
* Strong comfort level with basic corporate finance workflows (budget tracking, invoicing, forecasting) and advanced proficiency in managing data or digital workspaces (SharePoint, Microsoft Teams).
* Proficiency or specialized flair for visual layout, template management, and graphic arrangement, particularly in creating high-end, executive-ready PowerPoint presentations.
* Fluency in English (both written and spoken) is mandatory to communicate effectively and professionally within our global network and handle complex international documentation.