Assistant(e) de direction, 80-90%

Jobup; Zürich; Vor Ort; CHF 90.000 - 110.000; Teilzeit

Zusammenfassung

HEKS is seeking an Executive Assistant for its headquarters to support the Executive Team and directorate in a dynamic NGO environment. The role is 80-90% and focuses on board coordination, minute-taking, and ensuring smooth information flow across governance bodies.

You will manage the Director's calendar and travel, draft communications, and provide secretariat support, working with internal and external stakeholders in German, French, and English using MS Office and AI-enabled tools.

Qualifikationen

• Commercial training with an Executive Assistant qualification (federal diploma or comparable).
• Several years of experience in a demanding assistant role at C-level.
• Excellent German and very good French and English skills.

Aufgaben

• Organise, prepare, and follow up meetings of the Board of Trustees and committees, including minute-taking.
• Coordinate appointments, meetings, and business trips for the Director, with documentation.
• Prepare communications to employees from supervised bodies.
• Secretariat support for the Presidency.
• Provide administrative and coordinative support to the Service Division Management.
• Ensure professional correspondence of the Directorate across channels.
• Maintain document management and archiving of Board documents.
• Assist Executive Team Management with tasks and deputise during absences.

Kenntnisse

Organisational skills

Independent working style

Communication skills

MS Office

Digital tools (AI)

Languages: German, French, English

Ausbildung

Commercial training + Executive Assistant qualification (federal diploma)

Experience at C-level assistant

Tools

MS Office

AI tools

Jobbeschreibung

HEKS employs over 1500 permanent staff. At 24 locations in Switzerland and worldwide in 35 countries, HEKS operates with 290 programmes and projects amounting to around 144 million Swiss francs. In 2024, HEKS reached approximately 16 million people with its work.

HEKS pursues the vision of a just world in which the dignity of all people is respected, peace prevails, and natural resources are preserved. The goal is a transformation on social, economic, and political levels. HEKS contributes to improving the living conditions of people in Switzerland and worldwide, asserts their rights, and raises awareness and mobilises for this purpose.

Lived diversity - Inclusion is important to us:

We welcome applications regardless of gender, nationality, ethnic origin, religion, age, or sexual orientation.

Executive Assistant, 80-90%

Are you an organisational talent with above-average service orientation, think proactively, and keep an overview even in a dynamic environment and under time pressure? Do you work independently, precisely, reliably, and are familiar with digital tools? Do you appreciate working with different stakeholders and is communication (written and oral) one of your strengths? Then we look forward to meeting you.

We are looking for our headquarters for our executive team immediately or by arrangement a

These are your main tasks:

• Organisation, preparation, and follow-up (mostly including minute-taking) of meetings of the Board of Trustees, its committees, the Audit Committee, the Staff Welfare Foundation, as well as a trilateral internal meeting
• Coordination of appointments, meetings, appearances, and business trips of the Director including documentation
• Preparation of communication to employees from the supervised bodies
• Secretariat of the Presidency
• Administrative and coordinative support of the Service Division Management in Executive Board matters
• Ensuring professional correspondence of the Directorate across various communication channels
• Responsibility for structured document management, maintenance of the organisation-wide manual, and archiving of Board of Trustees documents
• Support of the Executive Team Management with administrative tasks including deputising during absence

Ideally, you bring the following:

• Commercial basic training with further education as an Executive Assistant with a federal diploma or a comparable qualification
• Several years of experience in a demanding assistant role at C-level
• Strong organisational skills as well as a structured, forward-looking, and independent working style
• Great talent for organisational and coordination tasks as well as pronounced prioritisation skills and initiative
• Target-group appropriate, clear, and appreciative communication in writing and orally with internal and external stakeholders at all hierarchy levels
• Confident German as well as very good French and English skills
• Very good MS Office skills and flair for working with digital (AI) tools

What you can expect from us:

• You will have a responsible and varied role in a dynamic organisation committed to social justice and the preservation of human dignity in Switzerland and globally. You will work closely with the Director and strategic bodies, actively shape processes, contribute to the efficient preparation and implementation of decisions, and act as a hub for information flow between the bodies.
• We offer modern and flexible working conditions
• Look forward to a collegial working environment, short decision-making paths, and a meaningful and impactful role - right in the heart of a committed NGO.

For further information, Cornelia Reinhard is happy to assist you at telephone [phone].

More information about HEKS can be found at www.heks.ch.