Executive Assistant

Key areas of accountability / responsibility :

• Organize and maintain the manager's agenda: Schedule, change, coordinate and prepare all appointments; provide all necessary information to participants.
• Arrange and help to set up departmental meetings and participate in organizing Global events.
• Take care of all incoming and outgoing post and e-mail messages:
• Screen, prioritize and add relevant information to prepare handling by the manager.
• Distribute and file all relevant documents and information.
• Secure follow up and check deadlines.
• Handle telephone calls and requests:
• Prioritize, arrange "callbacks", arrange phone inquiries when needed.
• Provide administrative support:
• Coordinate the manager's workflow and maintain office systems to deal efficiently with paper (digital) flow.
• Compose correspondence/reports for own or manager's signature.
• Prepare and finalize presentations in PowerPoint.
• Update and chase delegated tasks to ensure progress to deadlines.
• Provide backup for other admin personnel.
• Provide admin support for B&C global team.
• Organize new-employee onboarding and training.
• Create Purchase orders and ensure timely payment.
• Provide facility service:
• Welcome visitors.
• Arrange meetings and meeting facilities.
• Help preparing meetings, attend, make notes and distribute minutes and action list.
• Arrange travel and accommodation.
• Take initiative in manager's absence.
• Arrange office facilities.

Profile :

• Educational level: Vocational education.
• Excellent communication, written and verbal in English and German.
• Excellent interpersonal skills.
• Have a "can do" attitude.
• Required level of experience: At least 5 years' experience as an assistant in the business context.
• Excellent skills in MS Office (Word, Excel, PowerPoint, and Outlook).