About the role

We are looking for a part-time (60%) management assistant to provide valuable support to the VP of Corporate Communications & Public Affairs, located at our Head Office in Zurich. Additionally, this role is part of the broader Zurich Assistant Network, whose aim is to exchange best practices, deepen the knowledge of business topics, develop skills and provide mutual support to enable our senior leaders reach their business objectives.

Key Responsibilities Include

Proactive management of the VP’s agenda to ensure structure and optimal use of time, coordinate and schedule meetings across global time zones, prepare agendas, ensure follow-up as needed.
Complex international travel arrangements (booking flight, hotel, transportation, request visas, etc.)
Prioritizing conflicting needs, proactively addressing issues, managing competing priorities and ensuring reliable follow-through to resolution
Support with the creation, formatting, and maintenance of PowerPoint, Word, and Excel documents as needed
Vendor management (vendor set-up, PO creation and approvals, code and approve invoices)
Expenses management (submit expense report, approve expenses) and vacation approvals for the team
Support on-boarding of new team members (coordinate on-boarding agenda, help with materials, training schedule, etc.)
Build efficient and professional working relationships with internal and external stakeholders, act as a first point of contact
Support in event organization (team events, activities & dinners) and presents (Birthday, Christmas, anniversaries, etc.)
Support with the annual general meeting of shareholders

About You

Ideally 5+ years of experience as a Management or Executive Assistant in a similar role in an international environment
Familiarity with Corporate Communications related topics, experience in those departments is a plus
Appropriate vocational or University training (either in business/ economics, as a management/ executive assistant, or related field)
Proficient in English, German language knowledge a big plus, other languages are an advantage
Strong computer literacy with experience of full Microsoft Suite, Success Factors, SAP, Concur, and ServiceNow preferred
Ability to organize, multi-task, and work under pressure
Passionate, quick thinker, creative and an effective problem solver
Ability to prioritize and switch between tasks to meet deadlines
Great communicator, service-oriented mindset and attitude, proactive with a can-do attitude
Highly organized with an independent and efficient way of working
Strong stakeholder management - experience in interacting with people of all levels in the organization

Barry Callebaut

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Management Assistant to VP, Corporate Communications & Public Affairs [part-time]