Executive Assistant (f/m/d)

Field of activity

As a Executive Assistant, you will be responsible for the professional office management and organisation to ensure a smooth running of the Department’s daily business.

Tasks/responsibilities

• Assist the Head of Department in office related work
•  Maintain office calendar to coordinate workflow and meetings
• Answer telephones and respond directly to general queries or follow up
• Open, sort and distribute incoming correspondence
• File and retrieve organizational documents, records and reports
• Coordinate logistics for onboarding external consultants
• Support project budgeting work
• Set up and coordinate meetings and conferences
• Prepare agendas and make arrangements for committee, Board or other meetings
• Write comment log on the basis of hand written comments
• Attend meetings in order to record minutes
• Compile, transcribe and distribute minutes of meetings
• Collect and maintain inventory of office equipment and supplies 

Qualifications/required skills

• Holder of a University degree
• Minimum 5 years experience in an Executive assistant or Personal Assistant position
• Excellent writing, analytical and problem–solving skills
• Excellent communication and organisation skills, strong ability to multitask
• Knowledge of principles and practices of organization, planning, records management and general administration
• Fluency in English is mandatory. French and/or German is highly desirable