POSITION OVERVIEW

RESPONSIBILITIES

• Provide comprehensive administrative support to both the COO and CITO.
• Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and organizing itineraries.
• Prepare and process expense reports, travel bookings, and ensure necessary approvals are obtained.
• Act as the first point of contact for internal and external stakeholders, managing communications and correspondence (emails, calls, etc.) on behalf of the COO and CITO.
• Organize and prioritize executive tasks to ensure deadlines are met.

• Plan, coordinate, and prepare agendas for meetings, conferences, and board meetings.
• Take minutes, follow up on action items, and ensure key stakeholders are kept informed.
• Manage the logistics of video conferences and team collaborations across global time zones.

• Assist with the coordination and tracking of key projects and initiatives led by the COO and CITO.
• Conduct research and prepare briefing documents or presentations for business initiatives, internal/external meetings, and travel.
• Collaborate with various departments to ensure that projects and deadlines are managed efficiently.

• Draft, proofread, and edit reports, presentations, and other materials.
• Maintain and organize important documentation, ensuring confidentiality and accuracy.
• Manage the filing system, both physical and digital, to ensure data is accessible and secure.

• Organize and oversee international travel arrangements for the executives, ensuring smooth coordination across multiple countries.
• Plan and execute internal and external events, team offsites, and other corporate engagements needed.

• Liaise with high-level stakeholders, including board members, hotel general managers, key clients, and strategic partners.
• Foster positive relationships with other executives and departments within the organization.

QUALIFICATIONS

• A bachelor’s degree in business administration, hospitality management, or a related field is advantageous but not required. Equivalent work experience will be considered.
• Previous experience in an administrative or coordinator role is preferred. Exposure to the hospitality or corporate sector is beneficial but not essential.
• Fluency in English is required. Proficiency in French and/or German is a strong advantage, given the global nature of the role and its base in Switzerland.
• Comfortable using MS Office Suite (Word, Excel, Power Point, Outlook). Familiarity with project management software and digital collaboration tools (e.g., Microsoft Teams, Zoom) is desirable.
• Willingness to travel internationally as needed.

• Exceptional organizational skills with the ability to handle multiple tasks effectively
• Strong interpersonal and communication skills, with a professional demeanor and the ability to interact with high-profile individuals.
• High attention to detail and accuracy, especially in handling confidential information.
• Problem-solving mindset with the ability to anticipate needs and proactively address issues.
• Ability to work under pressure, adapt to changes, and maintain composure in a fast-paced environment.
• Eligibility to live and work in Switzerland.