Assistant to Senior Leadership
22 godzin temu
We are seeking an accomplished Assistant to Senior Leadership to join our team in Gdansk, Poland. As a key member of our Executive Teams in Switzerland, you will provide administrative support to senior leaders and their department members.
In this role, you will be responsible for performing a wide range of administrative duties, including maintaining calendars, prioritizing action items, arranging video conferences, and preparing meeting agendas and guest visits.
About The RoleAs an Assistant to Senior Leadership, your key responsibilities will include:
Organization & Planning- Maintaining calendars and prioritizing action items to ensure seamless execution of tasks.
- Keeping senior leaders up-to-date on meetings and events they must attend.
- Organizing workflow, prioritizing tasks, and ensuring timely and effective completion of administrative functions.
- Coordinating communication between senior leaders and internal departments.
- Preparing reports, spreadsheets, correspondence, and other documents, including proofreading for accuracy and quality.
- Assisting with presentation preparation, ad-hoc reporting, and handling printing requirements.
- Preparing domestic and international itineraries and travel arrangements, including visas as needed.
- Processing expense reports and outside services costs in compliance with company policies.
- Offering innovative ideas to support company events and assisting in the organization and delivery of events that strengthen the firm's culture and enhance communication.
- Organizing meetings and logistics, including overseeing technology requirements.
- Participating in department meetings, taking minutes, and following up with group members on deliverables.
- Performing other administrative and ad-hoc tasks, such as organizing guest offices, guest badges, catering, and local ground transportation for visitors.
- General record keeping, including maintaining an up-to-date supplier list, asset/equipment register, and other databases as required.
- Managing databases and filing systems.
- Acting as a proxy for various submissions using company systems (account payable, absences, vendor management, Workday etc).
- Supporting profile setup in Fieldglass for contractors reporting to senior leaders and their department members.
- Communicating with all levels within the organization.
- Assisting with ad-hoc projects and assignments.
- Establishing strong business relationships with other administrative professionals internally to determine solutions quickly.
- Supporting training and onboarding of other assistants.
- Providing vacation coverage for other assistants.
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