Executive Assistant, Corporate Secretary

Executive Assistant, Corporate Secretary

As a member of our Admin Team, the Executive Assistant’s duties are to provide professional and flawless support to a dedicated Senior Manager(s) and/or C-Suite Executive(s) and to act as the Corporate Secretary for a number of Swiss legal entities.

This position is responsible for providing all administrational support to the dedicated Manager(s). The real challenge of this role is to cope with the rapid life of a constantly growing head-office where local and foreign managers need timely, efficient, on-the-spot solutions.

The Executive Assistant has to work as a member of a local and country assistant’s team, so daily co-operation and information sharing, and update is needed to ensure flawless support to senior managers.

The position is also responsible to provide accurate and timely Corporate Secretariat support to a number of Swiss legal entities, as such the EA will attend Board meetings (upon request) and be responsible for drafting minutes of the same, registering changes to the Commercial register, collaborate with external law firms and in-house legal counsel and keep up-to-date the internal Blueprint database

Responsibilities and tasks

• Act as the point of contact between the executives and internal/external clients

• Undertake the tasks of receiving calls, take messages and routing correspondence

• Handle requests and queries appropriately

• Maintain diary, arrange meetings and appointments and provide reminders

• Make travel arrangements

• Attend meetings and Board meetings, taking minutes, registering changes with the relevant Commercial registers, up-date Blueprint as necessary,  

• Produce reports, presentations and briefs

• Develop and carry out an efficient documentation and filing system

• Manage the calendar of the assigned Executives

• Provide business as well as personal assistance to Managers, as necessary (e.g. consolidates presentations according to our standards, produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics).

• Organize and administer professional and entertaining events both in country and other European locations (in cooperation with our international assistant team)

• This role demands an individual who can be flexible about their working hours and be available upon request out of office hours.

• Strong MS Office knowledge (Word, Excel, Power Point)

• Fluent in English, French, and German; Italian is an asset

• Excellent oral and written communication skills across multiple languages

• Exceptional organizational and prioritization skills for managing multiple tasks

• Advanced analytical, problem-solving, and decision-making capabilities with high attention to details

• Ability to maintain strong relationships with executive stakeholders, vendors, and service providers