Executive Assistant, Finance & Legal

The Kempinski Hotels Corporate Office is located in Geneva. The chain currently operates a total of 79 five-star hotels in 34 countries.The portfolio includes historic grand hotels, superb city hotels, outstanding resorts and superior residences.

Executive Assistant, Finance & Legal

This position is responsible for providing administrative and executive support to the Chief Financial Officer and to the Executive Vice President & General Counsel, in managing their business affairs.

Key Responsibilities:

Finance

• Supporting the CFO in the organisation of all his activities including management of diaries, making appointments, attending meetings, booking flights and accommodation, transportation
• Schedule meetings and conference calls with internal and externals, taking minutes of Monthly regional Financial controllers meeting
• Updating the calendar and making sure conference rooms are set up for the meetings
• Managing all incoming and outgoing correspondence, i.e. sort and read mail, draft responses
• Being reachable for questions on policies, insurances, expenses, travel schedules, ongoing projects within Finance, such as corporate credit cards, internal and external audits, monthly data collection
• Management of all facility contracts within the corporate office
• Devising and maintaining office systems, including data management and filing
• Responsibility for all correspondence related to hotel insurances mentioned in the Management agreements
• Administer the company credit cards and the buyer cards
• Involvement in finance department projects
• Assisting in finance department with follow-ups
• Arranging meetings with insurance brokers and taking care of any follow up needed
• Follow up on any insurance claim that the company may be involved in

Legal

• Supporting the EVP & GC in the organisation of all his activities including management of diaries, making appointments, attending meetings
• Assistance in the preparation of board meetings including preparing board meeting packs, invitation letters, agendas, minutes, managing the master calendar
• General administrative support to the Legal Department
• Preparing PowerPoint presentations and Excel sheets, updating the same when necessary
• Processing expenses
• Managing the email inbox and calendar of the Executive Vice President & General Counsel
• Preparing correspondence (letters and emails) as well as managing mail and courier services
• Arranging for travel visas (including visa invitation letters for guests), travel authorisations, booking flights and hotels
• Drafting / liaising with the notary and government agencies for the notarisation and legalisation of documents
• Maintaining databases / tracking documents, to-do items
• Obtaining signatures on contracts and other documents
• Helping to maintain onsite and offsite paper and digital files

Additional responsibilities and tasks can be added at any time according to the needs of the business and Finance and Legal departments.

Desired Skills & Qualifications:

• Fluent in English, German and French
• Strong organisational skills
• Advanced working knowledge of Microsoft Office (Word, Excel, Power Point)
• Strong interpersonal skills
• Meticulous, detail-oriented Experience working in and/or with Finance and/or Legal Departments is a strong advantage

About Kempinski

At Kempinski Hotels we pride ourselves on delivering a beautiful performance for each and every one of our guests. Dedicated to please, educated to entertain and never compromising on the European elegance of service, we are driven by our passion for crafting distinct and meaningful experiences. Each of our remarkable properties is a stage upon which our people perform their best and every day is an opportunity to apply their unique talents. We offer recognition for your skills, an environment that encourages personal growth, and respect and support from colleagues and leaders. Connected by our shared values, our passion for craftsmanship, and our care for one another, we are a global community of hoteliers. Your stage awaits.
Discover a career crafted by you.