Administrative Assistant (70%)

Job description:

Responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to the Head and the Internal Audit Department
• Manage the scheduling and coordination of calendars, emails, and phone calls for the Head of Internal Audit Department.
• Collate and/coordinate submission of agendas, speaking notes, and reports for meetings with key stakeholders.
• Organise meetings, ensuring all logistics are in place and relevant documents are disseminated timely.
• Maintain and update the departmental intranet site and external communication platforms.
• Support procurement activities, including raising purchase orders, onboarding contractors, and tracking services received.
• Draft internal, operational reports and minutes for the unit e.g. progress reports for financial budgets, audits and projects, as well as finance, expenditure, time management reports.
• Manage correspondence and communication on behalf of IA Management.
• Project Management and Ad-hoc Projects
• Monitor the progress of internal audit engagements and projects to ensure timely delivery and accountability.
• Lead ad-hoc projects assigned by IA management, such as process improvement initiatives, event planning, and acting as the department's digital champion.
• Assist IA management in administering the department's budget, including cost control in line with the Bank's policies and procedures.

Communication and Liaison

• Serve as the primary point of contact between IA leadership and internal/external stakeholders.
• Draft, review, and distribute departmental communications, ensuring accuracy and professionalism.
• Liaise closely with the other teams in the bank

Travel and Event Coordination

• Organise and provide administrative support for seminars, conferences, guests and events
• Plan and coordinate team-building activities and other departmental events.
• Oversee budgetary planning and logistical arrangements for events, ensuring smooth execution.
• Arrange domestic and international travel, including flights, accommodation, business itineraries for the Head of Internal Audit Department

Confidentiality and Professionalism

• Handle sensitive and confidential information with utmost discretion.
• Represent the department in a professional, courteous, and approachable manner.

About the customer:

As the premier supplier to our international banking client in Basel, Swisslinx are looking for an experienced and motivated Senior Administrative Officer to provide comprehensive administrative support to the Head of our client's Internal Audit Department.

This is an initial contract running for 6 month contract until April 2026 years with possibility to extend with start date by 1st November.

As a pivotal member of a small and diverse Internal Audit Department, you will ensure the smooth operation of the IA department and take over administrative responsibilities, project management support, and travel and event coordination.

Requirements:

To be considered for this role, you will possess as many of the following skills as possible:

• Minimum of 7 years' secretarial, administrative or business development experience supporting senior leaders, preferably in an international environment.
• Proficiency in MS Office 365, SharePoint and Teams.
• Strong organisational skills and project exposure.
• Excellent written and verbal communication skills in English
• Operational knowledge of an IA function is a big plus.
• Knowledge of other major languages, particularly German, is an advantage.

Compensation benefits:

Please note interviews would be conducted via video call (two stages), however the role is based 100% in Switzerland. Our client offers:

• The opportunity to work in a diverse and international environment on a long-term basis
• 50% working from home
• 20 days working remotely from abroad per year
• Modern office in central Basel (50 minutes direct train from Zurich) with subsidised canteen

Are you interested to work in an international environment in one of the most important financial companies worldwide? Then apply now! We look forward to receiving your full application before the deadline on Monday 22 September.