Executive Assistant 100%

About the job

As an Executive Assistant, you support the executive management, senior management, and selected committees in organisational, administrative, and coordinative tasks. You ensure efficient processes, keep track of complex topics and priorities, and guarantee professional preparation and follow-up of decisions, meetings, and projects.

In your role, you act as a trusted interface between executive management, employees, and external stakeholders. You think ahead, recognise priorities and the need for action early, and ensure that relevant topics, information, and decisions receive the necessary attention at the right time. You prepare information appropriately for the target audience, coordinate and prioritise concerns with a high degree of personal responsibility, and support executive management through proactive action and a strong understanding of business contexts. At the same time, you promote clear and transparent communication, strengthen cross-departmental collaboration, and actively contribute to making our corporate values, strategies, and cultural initiatives visible and tangible within the company.

• Organisation, coordination, and administrative support of meetings, sessions, and committees at executive management, senior management, and board of directors level
• Planning and management of recurring meeting and committee cycles
• Preparation of minutes, decision documents, presentations, analyses, and management materials
• Coordination and follow-up of tasks, decisions, and measures from meetings, projects, and committees
• Support for executive management and senior management in organisational, administrative, and cross-departmental tasks
• Support for selected executives in correspondence and email management as well as independent preparation and handling of complex communication topics on their behalf
• Support for executive management and senior management in internal and external communication, including preparation of complex issues, drafting correspondence, ensuring efficient information flow, and communication on behalf of executives towards employees, customers, business partners, and other stakeholders
• Participation in the development and creation of guidelines, organisational documents, templates, presentations, and documentation
• Support in cross-departmental projects, organisational initiatives, and change management efforts
• Assistance with compliance, audit, governance, and documentation matters
• Organisation and administrative support of workshops, management events, and internal occasions

Requirements

• Further training in organisation, assistance, office management, project coordination, or business administration
• Several years of professional experience as an Executive Assistant, Personal Assistant, or in office management
• Highly proficient use of Microsoft 365 (especially Outlook, Teams, PowerPoint, and Word) and strong digital affinity; initial experience with AI-supported tools is an advantage
• Strong communication skills and the ability to prepare management decisions, strategies, and complex matters appropriately for the target audience and convey them understandably to different stakeholders
• Experience in organising and coordinating meetings, events, projects, or committees
• Fluent German and very good English skills, both written and spoken
• High initiative as well as an independent, structured, and reliable working style
• Excellent organisational skills combined with a strong service and customer orientation
• Networked thinking as well as very good prioritisation, planning, and coordination abilities
• Professional appearance, high discretion, and strong sense of responsibility
• Flexibility, hands-on mentality, and enjoyment in managing a wide variety of topics simultaneously in a dynamic environment

Benefits

• Gübelin pension fund
• Seniority allowances
• Free beverages
• Attractive holiday entitlement
• Additional bridge days