(Junior) Executive Assistant

On behalf of our client, we seek a proactive, dedicated, and polished assistant looking for a long-term position who is eager to embrace a new challenge. The role would suit an upbeat assistant with a strong sense of initiative and ownership in a team-oriented setting where mutual support and collaboration are key. This is a confidential search, and further details about our client will be disclosed at a later stage. Candidates considered for this position will be required to sign a nondisclosure agreement. The position is based in Zurich and requires an in-office presence with occasional remote work.

You will serve as a crucial point of contact for managing the CEO’s daily internal affairs, reporting to and collaborating closely with the Group CEO’s assistant - a highly experienced business professional who values excellence in administrative support and who is keen to share her expertise and to support your advancement in this role. While you will each have defined roles and a clear division of duties, seamless and transparent communication is essential to ensure that all projects in the CEO’s office are managed adeptly. Thus, we will focus on your ability to work as part of a team. Your dedication to excellence in handling daily operations will be complemented by your energetic presence, which will elevate the CEO’s office and create a vibrant and enjoyable workplace. In short, you’ll contribute to a CEO office that benchmarks shared responsibility, demonstrating the power of effective teamwork in executive administration. Your scope of work includes, but is not limited to:

CEO Office Management

• Provide high-caliber administrative support to help execute company projects and goals via collaboration with the Group CEO’s assistant.
• Manage email, telephone, and scheduling, primarily focusing on internal meetings and briefings, including correspondence in both German and English.
• Monitor incoming communications to stay well-informed, effectively prioritize, and ensure the timely and efficient completion of assignments.
• Handle complex travel arrangements, including logistics, transfers, hotel accommodations, and itinerary planning.
• Draft timely, accurate, and appropriate correspondence; accelerate responses or actions as needed.
• Follow up on pending issues and action items, maintain updates, and ensure relevant stakeholders are included in meetings and communications.
• Manage, control, and process expenses and invoices for payment.
• Assist with daily interoffice errands, including occasional non-company-related tasks, to ensure full day-to-day support for the CEO.
• Maintain and update databases.
• Support projects and demonstrate a willingness to assist wherever needed.
• Help coordinate executive board and committee meetings and periodically aid the Chief of Staff in his projects.
• Cover for the Group CEO’s assistant during absences and confidently demonstrate your performance capacity.

Communication | HR | Events | IT

• Organize internal and employee events, including lunch and learn sessions and holiday activities, such as Christmas card mailings and gift distributions.
• Contribute to developing an internal «EA Network» in collaboration with the Group’s CEO assistant, such as establishing a knowledge database and organizing in-house training sessions. You’ll be integral to cultivating a dynamic assistant community, sharing insights on improving cross-functional collaboration.
• Assist with HR-related topics, including managing hiring approvals and tracking employee anniversaries.
• Oversee IT coordination, including access authorizations and organizing equipment for the CEO’s direct reports.
• Serve as a liaison to executive board members, employees, clients, and stakeholders.

What You Bring

First and foremost, your proactive attitude and super-friendly demeanor are exemplary. As our ideal applicant, you will hold the following qualities and qualifications.

• A commercial degree (KV), ideally combined with further education (Management Assistant, eidg. FA. Direktionsassistenz, Office Management) or equivalent.
• Several years of experience performing administrative duties at the corporate level and job consistency.
• Business fluency in German and English; additional European language skills are considered as an asset.
• Proficiency in MS Office, enterprise systems, and collaboration tools, e.g., SharePoint and Teams, along with a strong aptitude for state-of-the-art office technology.
• Ability to operate in a fast-paced work environment and handle priorities with focus and composure under pressure.
• Attention to detail to ensure the accuracy and quality of work.
• Ability to concisely convey your points and relay information from others.
• Build rapport through written and spoken interactions, addressing any confusion immediately.
• Experience in the client service industry. Making people feel understood and important is second nature to you.
• Ensure the highest level of confidentiality when dealing with sensitive information, upholding ethical standards that reflect the company’s respected reputation.
• Willingness to provide support during off-hours as needed in an international CEO office setting.
• A motivated team player with a professional spirit and positive energy.

Our client offers a fantastic opportunity for your career advancement within a dynamic and multinational environment at their head office. You will become part of a talented team and enjoy an attractive pension scheme and various additional benefits. As we seek a blend of professional competence and great personality, we appreciate a cover letter that reflects your unique attributes and how you plan to add value. To apply, please send your complete application, including CV, references, and diploma, merged into a single PDF to Write an email with «JEA-Zurich» in the subject line. You may also include a link to a motivational video hosted on YouTube or Vimeo. Candidates must have the required work authorization or be eligible to work in Switzerland.