Executive Assistant

Job content

Reporting to the Head of GBU Aesthetics the ’’Executive Assistant’’ assists and ensures all the administrative, secretarial and operations functions on a day-to-day basis.

Responsibilities:

• Administrative activities:agenda and phone calls: manage and coordinate them, pre-screening and prioritize them
• Ensure screening of all received calls to optimize the agenda, and ensure appropriate follow-up depending on requests, topics covered, etc.
• Ensure appropriate information is given for each appointment or meeting confirmed, with all required documents
• Coordinate expense reports and submissions in accordance with Company Policy on a monthly basis
• Create and maintain a proper document filing and archiving system
• Meetings and events: organise meetings, events and ensure logistical activities such as hotel bookings, catering, etc.
• Coordinate activities for any meetings held in Switzerland or other places, liaising with Country Manager Assistants when necessary, PO’s (purchase orders), invoices, etc.
• Travel: book, coordinate travel (local & overseas), manage visa and accommodation requirements in a timely and accurate manner
• Manage any last minute changes or travel issues such as cancellations, rescheduling, re-routing, invoicing
• Confirm details for each trip to provide a high quality of support
• Support and back up:provide back-up for other Administrative Assistants and Executive Assistants as required
• Assist in ad-hoc tasks/projects as assigned

Requirements:

• Secretarial diploma, tourism diploma, languages diploma or hospitality management diploma
• 8 years as a minimum of experience in executive assistance supporting senior level executives, in an international environment
• Fluent in English (oral and written); additional European language is an asset
• Proficiency in IT Tools: MS Office Software (especially Excel, PowerPoint and SharePoint) is required
• Familiarity with Concur, Gold or another financial software is a strong asset
• Ability to multi-task, determine priorities and take ownership
• High sense of responsibility and independent working practice, showing initiative and high level of reliability
• Positive, dynamic attitude, with a willingness to provide the highest level of internal and external client service as well as discretion and confidentiality in all aspects of the role
• Reliable and committed personality with a high integrity to deal with confidential information
• Self-motivational with ability to adapt to a rapidly changing environment
• Experience with complex structures and matrix organizations
• Ability to meet deadlines in a fast-paced environments
• Excellent organization skills and the ability to plan and organize work so that it is efficient and effective
• Ability to maintain calm, professional approach throughout busy, high-volume periods
• Pro-active, results-driven with strong problem solving skills