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Ph3Firmenprofil /h3 pFor 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. /p pContract: 2 year contract. /p h3Aufgabengebiet /h3 h3Executive Support Coordination /h3 ul liDeliver high‑level administrative support to the Head of Internal Audit, including proactive calendar management, scheduling, and prioritisation of commitments. /li liAct as a central coordination hub for incoming requests, ensuring efficient communication flow across the function. /li liManage emails, calls, and correspondence on behalf of the Head of Internal Audit, ensuring timely follow‑up and alignment. /li liPrepare and consolidate meeting materials, including agendas, reports, and briefing notes for key stakeholders. /li liOrganise meetings end‑to‑end, ensuring all logistics, documentation, and participant communication are handled seamlessly. /li /ul h3Operational Organisation Process Support /h3 ul liCoordinate internal and external meetings, including room bookings, logistics, and required documentation. /li liMaintain and regularly update internal communication platforms such as the departmental intranet. /li liSupport procurement processes, including raising purchase orders, coordinating contractor onboarding, and tracking delivered services. /li liPrepare internal reports and documentation such as meeting minutes, project updates, and financial tracking reports (e.g. budgets, expenditures, time reporting). /li /ul h3Documentation Information Management /h3 ul liMaintain accurate, structured, and up‑to‑date records across the department, including audit plans, reports, meeting documentation, and staff‑related information. /li liEnsure proper document version control and secure storage in line with internal policies and confidentiality standards. /li liSupport data governance practices, ensuring compliance with retention policies and audit trail requirements. /li /ul h3Budget Governance Support /h3 ul liAssist in monitoring and administering the department’s budget, ensuring cost control in line with internal guidelines. /li liContribute to financial tracking and reporting activities, supporting transparency and effective resource management. /li /ul h3Stakeholder Interaction Communication /h3 ul liServe as a key liaison between Internal Audit leadership and both internal and external stakeholders. /li liDraft, review, and distribute professional communications, ensuring clarity, accuracy, and consistency. /li liCollaborate closely with governance bodies and secretariats, ensuring smooth coordination and alignment. /li liPrepare and edit presentations, reports, and formal correspondence for senior audiences. /li /ul h3Travel Event Management /h3 ul liCoordinate domestic and international travel arrangements, including flights, accommodation, and detailed itineraries. /li liPlan, organise, and support events such as conferences, seminars, and internal meetings. /li liManage logistics and budgets for events, ensuring smooth execution and high‑quality delivery. /li liArrange and coordinate team activities and departmental events to support engagement and collaboration. /li /ul h3Anforderungsprofil /h3 ul liTertiary education or equivalent professional experience. /li liMinimum of 5 years’ experience in an executive assistant, administrative, or similar support role at senior level. /li liExperience in an international environment, ideally within financial services or another regulated industry. /li liStrong organisational skills with the ability to manage multiple priorities and complex schedules. /li liProficiency in Microsoft Office 365, SharePoint, and Teams. /li liExcellent written and verbal communication skills in English. /li liHigh level of discretion and ability to handle sensitive and confidential information. /li liA proactive, solution‑oriented, and detail‑focused mindset. /li /ul h3Additional Assets /h3 ul liExperience with modern collaboration tools and process optimisation. /li liKnowledge of additional languages, particularly German. /li liExposure to project coordination or budget tracking. /li /ul h3Vergütungspaket /h3 pYou are a highly reliable and adaptable professional who enjoys working in a structured yet dynamic environment and supporting senior stakeholders with efficiency and professionalism. /p h3Kontakt /h3 pReferenznummer: JN- /p /p #J-18808-Ljbffr
