Executive Assistant CPCO

Barry Callebaut; Zürich; Vor Ort; CHF 120.000 - 180.000; Vollzeit

Zusammenfassung

Barry Callebaut seeks an experienced Executive Assistant to the Chief People & Culture Officer and VP Global Total Reward in Zurich. You will manage the CPCO’s calendar, coordinate complex travel, prepare briefing materials, and handle invoices and vendor setup.

You will also mentor peers and drive the Zurich Assistant Network for best practices across the HR leadership team. Fluency in German and English, a strong IT background with Microsoft 365, and a track record supporting C-suite

Qualifikationen

• Commercial apprenticeship with further education as an Executive Assistant (Direktionsassistentin) or equivalent.
• Demonstrated experience supporting senior executives in fast-paced, multinational environments.
• Experience supporting C-suite leaders, ideally within HR or people-centric functions.
• Fluent in German and/or Swiss German and English; additional languages are an asset.
• Strong IT proficiency, particularly in the Microsoft 365 environment.
• Experience working in complex, matrixed organizations with multiple stakeholders.
• Experience with Concur, SAP, SuccessFactors, and ServiceNow.
• Familiarity with HR processes, terminology, and organizational dynamics.
• Experience leading or contributing to an assistant network or community of practice.

Aufgaben

• Manage and optimize the CPCO’s agenda, ensuring time is allocated to the highest value priorities.
• Coordinate complex meeting scheduling, prepare briefing materials, and ensure timely follow ups.
• Handle all travel arrangements, including flights, accommodation, transportation, and visa requirements.
• Manage invoices, vendor setup, and expense reporting for the CPCO.
• Prepare materials, presentations, and documentation for internal and external engagements.
• Serve as a professional and trusted point of contact for internal and external stakeholders.
• Build strong working relationships across all levels of the organization.
• Ensure clear, timely, and effective communication between the CPCO, leadership teams, and key partners.
• Maintain the highest level of confidentiality when handling sensitive HR and organizational matters.
• Organization of the annual Chairman’s Awards; Support the organization of team events, leadership meetings and offsites; Coordinate onboarding for newcomers; Track deliverables and action items.

Kenntnisse

Executive support

Stakeholder management

Multinational environment

German language

English language

Microsoft 365

Concur

SAP

SuccessFactors

ServiceNow

HR processes

Assistant network

Ausbildung

Commercial apprenticeship

Executive Assistant training

Direktionsassistentin equivalent

Tools

Microsoft 365

Jobbeschreibung

About the Role

The Executive Assistant to the Chief People & Culture Officer (CPCO) and VP Global Total Reward provides high level administrative and organizational support to enable effective leadership and smooth daily operations. Serving as a trusted partner, this role ensures efficient coordination, clear communication, and strong stakeholder engagement.

Beyond supporting the CPCO, the Executive Assistant leads the Zurich Assistant Network, driving best practices, mentoring peers, and acting as a central coordination point for internal stakeholders.

Key Responsibilities Include

Executive Support

• Manage and optimize the CPCO’s agenda, ensuring time is allocated to the highest value priorities
• Coordinate complex meeting scheduling, prepare briefing materials, and ensure timely follow ups
• Handle all travel arrangements, including flights, accommodation, transportation, and visa requirements
• Manage invoices, vendor setup, and expense reporting for the CPCO
• Prepare materials, presentations, and documentation for internal and external engagements

Stakeholder & Communication Management

• Serve as a professional and trusted point of contact for internal and external stakeholders
• Build strong working relationships across all levels of the organization
• Ensure clear, timely, and effective communication between the CPCO, leadership teams, and key partners
• Maintain the highest level of confidentiality when handling sensitive HR and organizational matters

Operational & Team Support

• Organization of the annual Chairman’s Awards
• Support the organization of team events, leadership meetings and offsites
• Coordinate onboarding for newcomers, including agendas and integration support
• Track key deliverables, follow up on action items, and help drive operational excellence within the HRLT

Leadership within the Assistant Community

• Lead the Zurich Assistant Network, fostering collaboration and continuous improvement
• Mentor peers, share best practices, and contribute to building a strong, cohesive assistant community
• Act as a central coordination point for assistants supporting leaders

About You

• Commercial apprenticeship with further education as an Executive Assistant (Direktionsassistentin) or equivalent
• Minimum 7–10 years of experience supporting senior executives in fast‑paced, multinational environments
• Demonstrated experience supporting C‑suite leaders, ideally within HR or people‑centric functions
• Fluent in German and/or Swiss German and English; additional languages are an asset
• Strong IT proficiency, particularly in the Microsoft 365 environment
• Experience working in complex, matrixed organizations with multiple stakeholders
• Experience with Concur, SAP, SuccessFactors, and ServiceNow
• Familiarity with HR processes, terminology, and organizational dynamics
• Experience leading or contributing to an assistant network or community of practice