Team Assistant (50%)
Suisse
Overview of Role
As Team Assistant, you will be providing comprehensive secretarial and administrative support to the Team. Although the Assistant will work for specified individuals, there will be a requirement to work for/with other members of the Division, including other Assistants, to help balance the workload.
Responsibilities
- Provide comprehensive administrative support to the team, ensuring smooth day-to-day operations and acting as a central coordination point
- Support a VP/Director with calendar management, coordination of priorities, and general administrative tasks to facilitate efficient workflow
- Assist in comprehensive scheduling of project meeting
- Oversee and manage stationery orders ensuring continuous availability of office supplies and efficient inventory management
- Provide full administrative coverage for senior stakeholders during absences, holidays, or peak periods, ensuring continuity of support
- Support the invoicing process, including preparation and tracking of invoices
- Support the organisation of events eg. invitations, materials, and on-site support.
- Support onboarding/offboarding processes by managing allocation and return of devices.
- Coordinate the preparation and review of third-party documentation ensuring relevant documents are uploaded to the database
- Reconciling expenses and claims promptly and accurately
- Preparing meeting rooms for client meetings, greeting clients and ensuring meeting rooms are left in a clean state for further meetings on the day
- Any other duties that are within the employee's skills and abilities whenever reasonably instructed
Education and Qualifications
- Commercial or High School degree, bank apprenticeship or similar
- Strong MS Office experience
Experience, Skills and Competencies Required
- Fluent in German and English
- Excellent interpersonal skills – to communicate clearly and effectively at all levels
- Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
- Good organisational and time management skills with the ability to prioritise workload and multi-task
- Proactive attitude with the ability to demonstrate initiative, attention to detail and reliability
- Self-motivated, highly productive, reliable with a flexible attitude. Ability to act with good judgement and common sense
- Ability to work under pressure, meet tight deadlines
If you are curious to learn more about us and have valuable experiences in a similar role, then please submit your CV, Certificates and Cover Letter through our recruitment tool.