Executive Assistant F/M/D

Position description

We are looking to hire an executive assistant, who will play a key role in ensuring the smooth running of administrative operations and financial processes. They will provide support to the Survey Director and senior management, implement administrative and financial procedures, manage office operations, and organise travel and events within the Administration unit.

Specifically, the executive assistant will:

• be the primary point of contact for internal and external stakeholders, representing the Director professionally and effectively in various interactions;
• draft, review and send communications on behalf of company executive(s) upon request;
• organise and prepare for meetings, including gathering documents and attending to logistics of meetings;
• support all staff members in their travel arrangements;
• support researchers in the organisation of events;
• help with consultants’ contracts paperwork;
• coordinate internship application and selection processes;
• support the heads of units with data protection related tasks;
• liaise with suppliers;
• check Survey credit card monthly statements;
• maintain a dashboard for travel insurance cost reallocation;
• liaise with IHEID FM team for logistical needs; and
• liaise with IHEID IT team.

We are looking for candidates who fit the following profile:

• Bachelor’s degree supplemented with appropriate professional experience
• A minimum of 6 to 8 years of experience assisting in administration, office management, accounting
• Experience in organising events
• Excellent verbal and written communications skills in French and English
• Excellent MS Office knowledge
• Outstanding organisational and time management skills
• Ability to anticipate needs and priorities
• Experience in handling sensitive information and situations that call for discretion
• Experience in managing a large and varied workload, requiring accuracy, efficiency, and flexibility
• Experience in handling complex circumstances that need careful negotiation and diplomacy
• Ability to work in an international environment.

Application instructions

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