Executive Assistant 100%

As an Executive Assistant, you support the executive management, senior management, and selected committees in organizational, administrative, and coordinative tasks. You ensure efficient processes, maintain an overview of complex topics and priorities, and ensure professional preparation and follow-up of decisions, meetings, and projects.

In your role, you act as a trusted interface between executive management, employees, and external stakeholders. You think proactively, recognize priorities and the need for action early on, and ensure that relevant topics, information, and decisions receive the necessary attention at the right time. In doing so, you prepare information appropriately for the target group, coordinate and prioritize concerns with a high degree of personal responsibility, and support the executive management through proactive action and a strong understanding of business contexts. At the same time, you promote clear and transparent communication, strengthen cross-departmental cooperation, and actively contribute to making our corporate values, strategies, and cultural initiatives visible and experienceable within the company.

• Organization, coordination, and administrative support of meetings, sessions, and committees at the executive management, senior management, and board of directors level
• Planning and administration of recurring meeting and committee cycles
• Creation of minutes, decision bases, presentations, analyses, and management documents
• Coordination and follow-up of tasks, decisions, and measures from meetings, projects, and committees
• Support for executive management and senior management in organizational, administrative, and cross-departmental tasks
• Support for selected executives in correspondence and email management, as well as independent preparation and processing of demanding communication topics on their behalf
• Support for executive management and senior management in internal and external communication, including the preparation of complex issues, drafting of correspondence, ensuring an efficient flow of information, and communication on behalf of executives to employees, customers, business partners, and other stakeholders
• Participation in the development and creation of guidelines, organizational documents, templates, presentations, and documentation
• Support in cross-departmental projects, organizational initiatives, and change projects
• Collaboration on compliance, audit, governance, and documentation topics
• Organization and administrative support of workshops, management events, and internal events

Requirements

• Further education in the field of organization, assistance, office management, project coordination, or business administration
• Several years of professional experience as an Executive Assistant, Personal Assistant, or in Office Management
• Very proficient use of Microsoft 365 (especially Outlook, Teams, PowerPoint, and Word) as well as high digital affinity; initial experience in the use of AI-supported work tools is an advantage
• Strong communication skills as well as the ability to prepare management decisions, strategies, and complex issues appropriately for the target group and convey them understandably to different stakeholders
• Experience in the organization and coordination of meetings, events, projects, or committees
• Stylistically confident German and very good English skills in speaking and writing
• High degree of initiative as well as an independent, structured, and reliable way of working
• Strong organizational skills combined with a high service and customer orientation
• Networked thinking as well as very good prioritization, planning, and coordination skills
• Professional appearance, high discretion, and a strong sense of responsibility
• Flexibility, hands-on mentality, and enjoyment in supporting a wide variety of topics in parallel within a dynamic environment

Benefits

• Gübelin Pensionskasse
• Length of service allowances
• Free drinks
• Attractive holiday entitlement
• Additional bridge days

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