Switzerland Job Openings
Aman Group Sarl
Personal Assistant to COO and CITO
Baar
October 3, 2024
- Baar, Switzerland
- Executive Office
- 2738
- Corporate Office - Switzerland
This exciting new role supports the Chief Operating Officer (COO) and Chief Information & Technology Officer (CITO) in handling a wide range of administrative and executive support-related tasks. The ideal candidate will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The person will have the opportunity of great exposure to the top management of an outstanding luxury brand. The ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities are key characteristics for this role.
RESPONSIBILITIES
Executive Support:
- 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.
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