Executive Assistant

About the Role

Ready to take your administrative career to the next level?

Join us as an Executive Assistant supporting senior leadership, oversee complex scheduling, coordinating key meetings, and contribute to smooth and efficient executive operations.

You're a Great Fit If You are:

Highly organized, detail‑oriented professional with strong communication and coordination skills.

Core Qualifications

Minimum 3 years of experience as an Executive Assistant, supporting senior leadership;
Strong organizational abilities, including calendar management and multitasking;
High attention to detail and accuracy in documents, reports, and correspondence;
Experience with document management, archiving, and handling confidential information;
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint);
Excellent written and verbal communication skills;
Advanced written & spoken English; German is a plus.

Competencies

Professionalism, discretion, and strong interpersonal skills;
Flexibility and resilience in a fast‑paced environment;
Ability to work independently and collaboratively;
Strong analytical and problem‑solving skills;
Good judgment and the ability to prioritize effectively.

Executive Support & Daily Operations

Manage the executive’s calendar, including prioritizing meetings, coordinating complex schedules, and organizing daily activities to ensure optimal time allocation;
Prioritize the executive’s daily workflow and support timely completion of outstanding tasks;
Act as a liaison to the executive, maintaining the appointment agenda and ensuring the VP is fully informed of commitments, deadlines, and upcoming priorities;
Receive, screen, and route incoming telephone calls; place outgoing calls and manage communication flows efficiently;
Open, scan, sort, and route executive mail and correspondence based on importance and urgency.

Meeting & Event Coordination

Plan and coordinate meetings and events on behalf of the VP Finance, Legal & IT, including preparing meeting schedules and notifying participants;
Prepare conference agendas, travel materials, and supporting documentation such as reports, files, and records;
Record meeting minutes, track action items, and ensure timely follow‑up with responsible stakeholders.

Documentation & Reporting

Prepare executive briefs, summaries, and background materials to support informed decision‑making;
Compose business correspondence and documents, including those drafted from marginal notes or verbal instructions, often involving confidential or specialized legal, financial, and technical terminology;
Compile and prepare regular and ad‑hoc reports by collecting, selecting, and synthesizing data from various sources.

Corporate Communication, Legal & Compliance Support

Manage company correspondence in alignment with legal requirements and internal policies;
Oversee contract management processes and ensure smooth signature workflows, acting as a liaison between the Administrator(s) and operational departments;
Serve as the organization’s official Archiver, responsible for maintaining and organizing the company archive and coordinating with the National Archive authorities.

Administrative Projects & Additional Duties

Coordinate and expedite the completion of assigned administrative projects across functional areas;
Execute any other tasks assigned by the hierarchical superior in support of the company’s short‑term strategies, ensuring adherence to legal and quality system standards.