Executive Office Assistant (m/f/d)

Sag Ag; Rotkreuz; On-site; CHF 90,000 - 120,000; Full time

Benefits offered by this job

Flexible working hours

Annual learning budget

Company pension fund

Free parking spaces

Job summary

Swiss Automotive Group (SAG) is seeking an Executive Office Assistant to provide proactive support to the Group CFO and Group CIO. This on-site role in Rotkreuz coordinates complex calendars, travel, and confidential correspondence while managing the HQ office, services and visitors.

You will draft materials, prepare meetings and coordinate cross-functional communications in a fast-paced, international environment. Fluency in English is required; German is a plus.

Qualifications

• Commercial education, business administration qualification or comparable professional training.
• Experience as an Executive Assistant, Management Assistant and/or Office Manager supporting senior executives in an international environment.
• Proven experience managing complex calendars, meetings, travel and confidential executive correspondence.
• Hands-on office management experience including facility coordination, suppliers, meeting logistics and executive visitor support.
• Excellent organisational skills, attention to detail and ability to manage multiple priorities under pressure.
• Fluency in English; German is a plus.
• Advanced proficiency in Microsoft 365, particularly Outlook, Teams, Word, PowerPoint and Excel.

Responsibilities

• Provide high-quality, proactive support to the Group CFO and Group CIO and coordinate day-to-day office operations.
• Manage complex calendars, travel arrangements and important meetings, ensuring executives are prepared.
• Oversee on-site office services, visitors, supplies and equipment with confidentiality and professionalism.
• Coordinate with reception, facilities, IT and service providers to ensure smooth operations.
• Prepare agendas, reports, presentations and minutes for executive meetings.
• Support internal events, workshops and travel expense administration.

Skills

Executive calendar management

Office management

Meeting logistics

Business correspondence

Discretion and confidentiality

MS 365 proficiency

Education

Commercial education

Tools

Microsoft Outlook

Teams

Word

PowerPoint

Excel

Job description

ABOUT US

The Swiss Automotive Group (SAG) is one of the largest auto parts suppliers in Europe, with distribution networks in Switzerland, Austria, Hungary, Romania, Serbia, the Czech Republic, and other countries.
As a strong partner in Europe, we are committed to continuously complementing our experience with innovative ideas and ensuring our high quality as we pursue our growth journey.

YOUR RESPONSIBILITIES

The Executive Office Assistant provides high-quality, proactive support to the Group CFO and Group CIO, enabling both executives to operate efficiently and ensuring reliable day-to-day coordination of their offices. This position will report to the Executive Assistant to CEO/CHRO, Group Communication Manager.

The role combines executive assistance with clear office management ownership. In addition to complex calendar, communication and meeting support, the job holder ensures that the shared executive office environment, supplies, equipment, visitors and practical office services are professionally organised and consistently available.

This is a fully office-based role in Rotkreuz. Physical presence is an essential requirement because the position serves as an on-site coordination point for executives, employees, visitors and service providers.

Executive Calendar & Priority Management

• Manage complex calendars for both executives, prioritising engagements and coordinating meetings, appointments and travel efficiently.
• Anticipate requirements, identify scheduling conflicts early and resolve them proactively.
• Maintain oversight of key deadlines, commitments, recurring governance meetings and deliverables.
• Protect focused working time and ensure that both executives are fully prepared for important appointments.

Communication, Correspondence & Stakeholder Coordination

• Manage and structure executive inboxes, filter messages and highlight matters requiring attention or action.
• Draft, edit and format professional correspondence, reports, briefing documents and presentations.
• Handle telephone calls and enquiries professionally and direct them to the appropriate person.
• Act as a trusted point of contact for internal and external stakeholders and ensure timely follow-up.
• Maintain strict confidentiality and exercise sound judgement when handling sensitive information.

Office Management & On-site Operations (Key Focus)

• Own the smooth day-to-day operation of the Group Headquarter office area and serve as the first on-site coordination point for practical office matters.
• Coordinate visitors, meeting rooms, access, refreshments and on-site logistics for executive meetings and workshops.
• Manage office supplies, consumables and equipment, including ordering, stock control and timely replacement or repair.
• Coordinate with reception, facility management, IT support, cleaning and other internal or external service providers.
• Ensure that meeting spaces and executive work areas are professional, organised, functional and ready for use.
• Organise internal events, workshops, lunches and office-related arrangements, including invitations, rooms, catering and materials.
• Maintain practical office procedures, contact lists and service information, and identify opportunities to improve efficiency and service quality.
• Handle incoming and outgoing mail, courier services, signatures and document circulation where required.

Meeting, Travel & Administrative Support

• Prepare agendas, briefing packs, minutes, action lists and follow-up documentation for meetings.
• Prepare and coordinate presentations and reports for executive and management meetings.
• Arrange business travel, accommodation and related itineraries, and support travel expense administration.
• Conduct research, gather information and consolidate inputs from different stakeholders as needed.
• Maintain structured filing and document management for relevant executive records.
• Perform additional duties assigned by the Group CFO and Group CIO.

YOUR PROFILE

Qualifications & Experience

• Commercial education, business administration qualification or comparable professional training.
• Experience as an Executive Assistant, Management Assistant and/or Office Manager, ideally supporting senior executives in an international environment.
• Proven experience managing complex calendars, meetings, travel and confidential executive correspondence.
• Strong hands-on office management experience, including facility coordination, suppliers, meeting logistics, supplies and executive visitor support.
• Excellent organisational skills, attention to detail and ability to manage multiple priorities under pressure.
• Professional written and verbal communication skills and a confident, service-oriented manner.
• Fluency in English; German is a plus.
• High level of discretion, reliability, personal ownership and quality awareness.
• Advanced proficiency in Microsoft 365, particularly Outlook, Teams, Word, PowerPoint and Excel.

Skills & Competencies

• Executive calendar and inbox management
• Office management and on-site service coordination
• Meeting, travel and event organisation
• Business correspondence and presentation preparation
• Discretion, trustworthiness and confidentiality
• Service orientation and stakeholder management
• Resilience, accountability and quality awareness
• Teamwork and proactive ownership
• Microsoft Outlook, Teams, Word and PowerPoint
• Microsoft Excel and digital document management

WHAT WE OFFER

• A family-owned company with over 90 years of experience, combining tradition with a forward-thinking mindset
• Freedom to make an impact, with the autonomy to shape your role and contribute meaningfully
• An international work environment with a global network, offering diverse career growth and development opportunities
• A collaborative work environment with a strong emphasis on partnership, trust, and shared success across all levels
• Flexible working hours
• Continous development with a guaranteed annual learning budget
• Access to cutting-edge technologies and tools
• A company pension fund
• Free parking spaces