Main Functions:

General Office Management

• Handle daily administrative activities such as correspondence, mail, phone calls, reception, courier etc
• Negotiate and manage all related suppliers including office equipment and supplies, courier services, travel and hotels, cleaning contractor etc
• Assist colleagues with itineraries and visas for business travel
• Manage office expenses and invoices
• Main contact for IT issues and support, coordinate adhoc projects (as approved by Principal), ensure any issues with email or Blackberry devices are dealt with and resolved immediately

Support to the Principal

• Handle incoming calls to the office for the Principal
• Maintain record system of all business and personal contacts for the Principal
• Plan itineraries, including international travel arrangements for Principal and family, i.e. flights and accommodations, medical appointments, business meetings and social events keeping an up-to-date diary and ensuring regular communication of appointments
• Administration of personal assets including real estate, vehicles, yachts, mobile phone and iPad etc maintaining records and payments for insurance, repairs and maintenance, rent, annual fees, budgets etc
• Detailed administration for the aircraft including tracking of location, invoices, maintenance, insurance, annual fees, point of contact for all queries.
• Maintenance of credit cards, loyalty programs, memberships, donation program
• Collect proof of travel documentations
• Miscellaneous personal requests

Human Resources

• Provide support in relation with new or potential hires (travel and accommodation bookings for interviews, preparation of their workspace, IT login, update internal phone lists)
• Assist new arrival with work permit, bank account and accommodation as requested.
• Coordinate induction of all newly hired staff, helping them integrate into their new position/ environment comfortably
• Assist with the preparation of work contracts and ensure compliance with Swiss work laws

The ideal candidate will have:

• Minimum 3 years of experience as a Personal/Executive Assistant
• Given the nature of the office the candidate needs to be highly flexible and adaptable to any number of different tasks, an ability to multitask and deliver on numerous projects in tandem is a must
• A self confident personality, dynamic, curious and proactive
• Ability to anticipate and solve problems
• Ability to remain calm in a stressful situation
• Bilingual in French and English, Italian would be a plus
• Given the importance of cost management excel skills and attention to detail are key requirements for this role
• Some book keeping knowledge would be an advantage