Executive Assistant

Job content

We are a medical not-for-profit association with 1100 members from 60 countries looking for a new Executive Assistant (60-80%) starting in November 2022 or upon agreement:

The successful candidate will be responsible for the overall administrative and organizational matters of our office. These shall include support on gathering information, organizing calls to complete projects and help keeping them on track as well as regular secretarial duties such as managing member and registration databases, updating websites, preparing agendas and minutes, drafting documents (letters, articles), issuing and controlling invoices, etc.

A must is fluency in English and German as well as a high level of competence in MS-Office, (other languages and CMS Word Press skills would be an asset). You should have at least 3 years of past office experience preferably in an international environment and/or event management. The position calls for a high service orientation and the ability to work independently in a small team.

This is a challenging position for a well organized, enthusiastic professional (young or returnee) with innovative ideas, energy and flexibility. We offer a flexible working schedule in an international environment and frequent travelling opportunities.

Only candidates, residing in the Greater Zurich Area with Swiss Nationality or Permit C will be considered. Others should not apply.

Responsibilities

• General secretarial office duties
• Manage and controls small office expenditures
• Answering phone calls and processing postal mailings
• Liaison with our members and event participants
• Liaison with Invited Speakers & programme committee
• Managing member and registration database
• Preparing agendas and minutes, drafting documents
• Issuing and controlling invoices
• Updating Event websites, content management
• Issuing Badges, certificates, onsite registration organization
• Supervise and coordinates contracted onsite registration staff

Qualifications

• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Solid organizational skills with meticulous attention to detail
• Service & cost oriented personality
• Excellent verbal & written communication skills
• Ethical & transparent behaviour and business practices, including respect for confidentiality and the importance of discretion
• Multilingual & multicultural background
• Excellent computer and IT skills.
• Comfortable with Frequent Travelling