Key Responsibilities:

Your responsibilities include, but are not limited to

Administrative support & on- and off boarding for leader/team

• Being responsible for independently providing secretarial and administrative support for the leader and the team
• Arrange and follow up on national and international travel arrangements such as visas and other requirements/ reservations, involving multiple locations and individuals and process all related travel expenses.
• Day-to-day calendar management with internal and external stakeholders
• Support of communication activities such as announcement process, Teams maintenance, updating of distribution lists etc.
• Budget activities specific to the necessities of leader / team.
• Preparation of technical/ presentations, graphs and spreadsheets and management reports, as well as taking minutes, creating contact lists, correspondences, and emails
• Manage all requirement for onboarding and offboarding of team members/management and coordination of access rights (Workday, badge, Teams access, IT equipment, etc.)
• Pre-define the admin that will cover the role in extended leaves
• Drive digitalization of processes and meetings/workshops
• Close collaboration with other ILT Executive Assistants
• Support broader business team on special scheduling / planning activities, if and when needed

Meeting coordination and Event & project management

• Organizing and coordinating key meetings and department meetings – including venues for large meetings. Preparation of materials for the meeting and take minutes accordingly.
• Leadership meeting preparation in alignment with leader & team: Agenda, pre read distribution, taking minutes, coordination of key speakers
• Support and lead smaller projects related to the function/team priorities

Essential Requirements: 

• Commercial training (for Switzerland e.g. Swiss Association of Commercial Employees, business school) or equivalent (e.g. other vocational qualification, must have very good administrative skills/experience)
• Good written and spoken English (and for Switzerland German, knowledge of other languages (e.g. French) advantageous)
• 5+ years of experiences in an administrative supporting function with senior leadership team
• Proven ability to collaborate effectively within an international matrix organization
• Outstanding communications skills, both verbal and written
• Outstanding flexibility, adaptability, and sense of client service, strong in collaborating with other assistants in ILT
• Strong in prioritizing tasks across multiple stakeholders
• Flexibility and agility in handling last minute job requirements. Able to handle stressful situations with measured calmness and decisiveness.
• Strongly preferred significant previous experience with ILT leaders and International experience