We seek an adaptable, results-driven team player who excels in multitasking - from troubleshooting Executive Committee requests to managing office spaces and challenging travel requests. You also maintain clear structures and reporting. The ideal candidate has a proactive attitude, experience in Office Management, and supports Leadership Committees. They are accustomed to handling confidential matters and making judgments for the Foundation's benefit.
Executive Assistant tasks:
Completing a broad variety of administrative tasks that facilitate the EC's ability to effectively lead their teams, including: hands-on approach in assisting with a variety of special projects.
Sophisticated calendar management for Executive Committee members.
Prioritize inquiries and requests, troubleshoot conflicts, and make recommendations for smooth operations.
Assist with special projects and administrative tasks to support effective leadership.
Design and produce complex documents, reports, and presentations.
Prepare information for meetings and compose correspondence.
Manage travel requests.
Office Management for Zug and Zurich and general support tasks:
Create inspiring work environments fostering collaboration and innovation.
Serve as the main liaison and maintain physical offices in Zug and Zurich as well as co-working office benefits worldwide.
Oversee general office management, including supply orders, budget tracking, and allocation.
Manage incoming and outgoing mail for the Zug office.
Assist with meeting preparations, room bookings, and catering arrangements.
Welcome and onboard new staff members in the offices.
Identify and secure new office locations as needed.
Administer the Ambassador Program, including appointments and welcome packages.
Manage corporate travel for the Foundation team in collaboration with the CEO Office team.
Record meeting minutes, coordinate deliverables, and facilitate cross-channel feedback.
Collaborate with the CEO Office team to support essential functions within the Foundation.
A minimum of 3 years of experience in a similar role.
Adaptability and Results-Driven Approach: The EA & Office Manager is a highly adaptable and results-oriented professional who thrives in a dynamic environment.
You are an adept problem solver, comfortable with navigating the blend of well-defined daily responsibilities and unexpected challenges.
Flexibility and proactive approach in order to be able to deal with a variety of curveballs and undefined tasks emanating from multiple directions, to ensure the fluency and effectiveness of our target operating model.
Capable of maintaining focus on outcomes and adapting strategies on the fly to meet evolving operational needs.
Strong prioritization skills: Being able to prioritize and incorporate flexible problem solving skills in daily sensitive and time critical tasks.
Showcasing strong abilities to multitask.
Education in Business Administration, Business Executive and / or Project Management.
Location in Switzerland, close to Zurich or Zug.
Fluency in English and ideally fluency in German.
Develop a clear, structured approach to work for efficient task execution and project management.
Cultivate strong interpersonal skills to earn trust and confidence from peers and stakeholders.
Demonstrate clear and effective communication to facilitate collaboration and understanding.
Achieve goals consistently through a result-driven approach for successful project outcomes.
Establish a reputation for a proactive "go-to" attitude, driving initiatives forward to achieve desired outcomes.
