The Team Assistant plays a key role in managing the busy schedules and heavy travel itineraries for several team members.
Relieve the Department Heads from routine tasks such as expenses, flight and hotel bookings, meeting and events organization.
Providing proactive support on priorities and time management
Coordination of agenda, meetings and travel arrangements
Organize and optimize the team working space
Organize and logistically support events both in Zurich and abroad
Organization of annual conferences and international team meetings
Assistance in preparation of presentation materials for meetings
Provide proof-reading support for presentations and memos
Preparing monthly reporting, dashboards
Developing presentations and charts
Organization and maintenance of documents and files
Preparation of correspondence, scheduling appointments, managing calendars
Answering phone calls, coordinating team and project calls
Take care of expenses for leadership and control of team expenses
Payment and preparation of invoices, liaising with current and prospective suppliers and clients
Own matters of a routine nature to conserve management’s time such as reading, researching, analyzing information and drafting routine correspondence
Support specific projects on ad-hoc basis
Bachelor’s degree or equivalent experience
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Several years providing support for upper-level management in a related organization
Type of work experience
The job requires excellent organizational skills and the ability to deal with a broad range of activities as well as with an international internal and external clientele. The incumbent should be a naturally proactive individual with strong time and priority management abilities, a high level of initiative, and a contributing team player while co-coordinating multiple tasks simultaneously. Must be able to work accurately and very independently, ensure confidentiality and perform well under pressure. Ability to deal with highly sensitive information, maintaining strict confidentiality. High level of self-initiative and being a strong self-motivated, resilient and contributing team player able to work in an international environment
Previous experience as an assistant is needed, gained within an international corporate environment.
Thorough knowledge of the Microsoft Office package for Window which includes Microsoft Word, Excel and PowerPoint
Proactive, positive, self-driven, effective, curious, quick-learner, reliable, service and team-oriented
Excellent command of English and German are required, any other languages are an additional asset.
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