Administrative Assistant to Executive Committee Member

Administrative Assistant to Executive Committee Member

Zug, CH, 6300

SUMMARY OF THE JOB

As we continue to look for more sustainable ways to build, we need world-class talent to join our team. People who are passionate about sustainability, driven by curiosity and keen to grow, learn, develop and thrive in our high-performance culture. Are you an energetic and proactive executive assistant, with successful experience in facilitating the day to day activities of senior leaders?

MAIN ACTIVITIES / RESPONSIBILITIES

• Provide reliable and flexible executive administrative support to optimize the business diary - resolve
• calendar conflicts, make judgments and recommendations to plan and orchestrate activities to ensure that priorities are met
• Handle daily communication (mainly in English and German) through phone calls, emails, post and ensure follow up - prioritize inquiries and requests to ensure smooth day-to-day engagements
• Set up and organize internal and external meetings, conference calls and video conferences, ensuring accurate preparation of information and briefing of involved parties
• Organize and coordinate business trips (incl. visa applications etc.)
• Handle vendor invoices and purchase orders, check/allocate invoices and handle expense reports (SAP)
• Assist with the budget process, cost and budget control
• Ensure appropriate working environment, such as office supplies, meeting room booking, refreshments, smooth running of office equipment
• Update working manuals in line with internal operations guidelines and maintain required documents (incl. filing, distribution) as well as the intranet sites
• Support with administrative onboarding of new employees or contractors
• Take care of Exco member's personal appointments and tasks
• Support visitors with bookings, travel plans, invitation letters, guest registration etc.
• Floor warden duties
• Undertake other responsibilities as necessary or assigned by management to support the team

PROFILE REQUIRED

Level of education/qualifications normally required:

• Administrative education or similar

Specific work experience:

• Minimum 5 years of proven successful experience in providing support to Executive Committee and/or senior leadership members
• Solid background in administrative practices and procedures in multinational, fast paced companies
• Experienced user of digital tools and systems, with good skills in using Google-Suite applications, SAP and video conferencing

Behavioural conpetencies:

• You have a passion for excellent service, are well organized and enjoy collaborating with others to ensure that together you can build progress.
• Anticipate needs of senior stakeholders and drive tasks to completion
• Accurate, reliable and able to deal with sensitive information and high level of confidentiality
• Highly effective in time management: with strong planning and organizational skills, able to manage multiple tasks and set priorities
• Fluent communication with different functions and divisions, able to interact with people at all levels - maintaining positive relationships and sensitive to cultural differences
• Keen to keep learning and developing
• Resilient, flexible and able to cope with ambiguity - to function well in a high-paced and at times stressful environment

Language skills:

• Native German speaker
• Business fluent in English (written and spoken)
• Further language skills of advantage