Executive Assistant

We are seeking a highly organized, resourceful, and discreet Executive Assistant to provide comprehensive support to the CFO, CLTO, and CHRO. This role ensures seamless coordination across their professional agendas, manages complex communications, delivers high-quality operational and logistical support, and acts as a trusted partner. The successful hire will work closely with other senior assistant(s) in the Zug office to maintain continuity, share best practices, and support wider business activities.

In addition to direct support for the CFO, CLTO, and CHRO, the role will provide, based on capacity, additional administrative assistance to functional heads. Examples include supporting office management with projects and, potentially, local operational processes. Further project responsibilities will be defined based on business needs and the Assistant’s capabilities.

Key Responsibilities

Mailbox & Calendar Management

• Proactively manage and prioritize busy inboxes; draft and respond to emails on behalf of executives when appropriate

• Coordinate calendars as well as meeting schedules and logistics across different time zones, ensuring optimal use of the executives’ time. This includes anticipating scheduling conflicts, proposing solutions, and managing last-minute changes effectively.

• Compile agendas and background materials for meetings; coordinate relevant pre-read distribution, support preparation of meeting materials, assist with follow-up on administrative action items where required

• Support minute-taking during critical meetings and track agreed action points

Travel & Event Planning

• Plan and manage complex travel arrangements compliant with company travel policies, including domestic and international travel itineraries (flights, accommodation, transportation, and general logistics)

• Prepare comprehensive travel briefs including meetings, contacts, maps, and logistics

• Organize internal and external events, board meetings, leadership offsites, workshops, and stakeholder engagements

Team & Office Support

• Partner with Senior/Executive assistants across offices to coordinate cross-functional activities and ensure coverage during absences

• Project management for smaller ad-hoc process enhancements in connection with office management, legal, finance and/or human resources processes

• Coordinate with internal teams and external service providers as required

• Coordinate office facilities, supplies, and visitor management and maintain organized and professional office processes

Data, Information and Document Management & Communications

• Prepare communications for internal and external audiences, ensuring appropriate tone and style

• Maintain organized digital and physical filing systems as well as sensitive HR, financial, and operational information securely

• Track key business metrics and ensure executives have up-to-date information before decision-making sessions

Stakeholder & Relationship Management

• Build productive relationships across the organization to facilitate efficient workflow

• Represent executives with professionalism and discretion

• Provide general administrative and organizational support to the Executive Management Team

• Support smooth day-to-day office and administrative operations

• Provide additional administrative support to functional leaders based on time availability and priority needs

• Assist other functions with operational tasks or departmental projects as required

General Administrative Excellence

• Anticipate executives’ needs and preferences; adapt support approach accordingly

• Identify efficiency opportunities in administrative workflows and ensure corporate standards and professional communication are consistently maintained

• Provide support in crisis or urgent situations with calmness and decisive action

• Demonstrate a proactive, reliable, and service-oriented approach in daily work

Qualifications & Skills

• Proven track record as a Senior or Executive Assistant supporting C-suite executives in international environments

• Exceptional organizational, coordination, and prioritization skills

• High-level business communication skills in English and German (German required; Dutch an advantage)

• Advanced proficiency in Microsoft Office Suite and collaboration platforms (Teams, SharePoint)

• Strong interpersonal skills and professionalism; ability to work with diverse stakeholders

• Ability to manage sensitive and confidential information with integrity

• Proactive approach; able to anticipate needs rather than react

• Strong attention to detail combined with strategic awareness

• High level of integrity, professionalism, and discretion when handling confidential information