Executive Assistant Switzerland

We are a specialized logistics company based in Switzerland and offices in Asia, USA, Brazil,Germany and Costa Rica.

We have been purchasing maritime freight and logistics services since 1997 for our demanding clients from all over the world and are taking over the operational and administrative handling of transports.

Job Summary:

The Executive Assistant plays a pivotal role in supporting the Executive by efficiently managing administrative tasks, facilitating communication, and coordinating various activities to ensure the smooth operation of the executive office. This position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Key Responsibilities:

Calendar Management:

• Coordinate the Executive’s schedule, including arranging meetings, appointments, and conference calls.
• Prioritize and manage conflicting demands on the Executive’s time, ensuring important commitments are met.

Communication:

• Screen and manage the Executive’s emails, phone calls, and correspondence, responding on behalf of the Executive when appropriate.
• Draft and proofread correspondence, reports, and presentations for the Executive’s review.

Information Management:

• Research and gather information on various topics for the Executive’s review and decision-making.
• Compile and organize data into reports, summaries, and presentations for executive-level meetings.

Travel Arrangements:

• Coordinate all aspects of the Executive’s travel, including booking flights, hotels, ground transportation, and managing travel itineraries.
• Anticipate and address any travel-related issues or changes in plans.

Meeting Support:

• Assist in the preparation of meeting agendas, materials, and presentations.
• Attend meetings with the Executive, take detailed notes, and follow up on action items as needed.

Project Coordination:

• Manage special projects assigned by the Executive, including tracking progress, coordinating resources, and ensuring deadlines are met.
• Provide regular updates to the Executive on project status and milestones.

Confidentiality:

• Maintain the highest level of confidentiality regarding sensitive information, including personnel matters, strategic plans, and financial data.
• Exercise discretion in handling confidential documents and discussions.

Relationship Management:

• Cultivate positive relationships with key stakeholders, including board members, senior executives, clients, and external partners.
• Serve as a liaison between the Executive and internal/external contacts, ensuring effective communication and follow-up.

Problem Solving:

• Proactively identify and address issues that may arise in the Executive’s absence or require immediate attention.
• Exercise sound judgment in resolving problems independently or escalating them to the Executive as necessary.

Executive Support:

• Provide general administrative support to the Executive, such as managing expenses, filing documents, and maintaining office supplies.
• Act as a representative of the Executive’s office, handling inquiries and requests with professionalism and courtesy.

Requirements:

• Bachelor’s degree in business administration, communications, or a related field preferred.
• Proven experience as an executive assistant or similar role, preferably supporting C-level executives.
• Excellent written and verbal communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Discretion and confidentiality in handling sensitive information.
• Adaptability and flexibility to adjust to changing priorities and work demands.
• Professional demeanor, with a positive attitude and strong interpersonal skills.
• Fluent in English and German, spoken and written.