Essence of the job:

You will have a critical role in a business by assisting key company Executives with scheduling, organizing documents, maintaining records and variety of administrative tasks that help the Executive perform their job. This role will include frequent communication and interaction with senior-level personnel, Directors and external collaborators and contacts to assist with departmental objectives.

Key Responsibilities:

• Provide professional representation for the business and the area your leader represents.
• Provide Executive leadership with extensive and continuous calendar management, correspondence, and screening communications;
• Coordination/organization of meetings & appointments both on-site and off-site, scheduling of teleconferences, domestical and/or international, liaising with IT Helpdesk team when necessary;
• Manage the Executive’s calendar, including making appointments and prioritizing the most sensitive matters;
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing;
• Proactively manage logistical arrangements for Senior Management travel (local & overseas), including hotel and meeting room booking, organization of catering, registrations, manage any last minute changes or travel issues (i.e. cancellations, re-scheduling etc.), handle visa application processes, if applicable, independently and timely;
• Prepare, check and process expense reports for Senior Executives and in accordance with Company Policy on a monthly basis;
• Independently drive projects, follow-up and ensure alignment across teams;
• Format information for internal and external communication – memos, emails, presentations, reports;
• Secure and maintain a high service culture and client satisfaction.
• Additional priorities, support and executive assistance tasks might be required in line with the needs of the executives that are supported

Successful candidate - Required skills & experience

• 5 years of experience as Executive Assistant supporting senior level executives and experience in supporting multiple people and projects simultaneously is preferred;
• Fluent English and German (written and spoken);
• Excellent interpersonal skills - must be an exceptional listener and communicator who effectively conveys information verbally and in writing;
• Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment;
• Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact ;
• Must be discrete and maintain confidentiality in all aspects of team and Company information;
• Collaborating proactively, involving relevant stakeholders timely;
• Outstanding organizational skills, attention to detail and result driven;
• Proactive and flexible, ability to adapt to changing conditions;
• Customer centric mindset
• Work in a multi-national, multi-cultural environment;
• Excellent proficiency with Windows, Microsoft Office 365, cloud-based services, collaborative work online;
• SAP knowledge would be considered an attribute (not mandatory as training can be provided)