Executive Assistant

Why this job matters

What you will be doing 

Role will involve executive and administrative tasks for the HR team and the COO/CFO as follows: 

HC (HR): 

• Calendar management and stakeholder communication; 
• Documentation management, including minutes, action trackers, governance documents, SharePoint sites, and permissions; 
• Attending monthly HC Leadership (if required) and HCBP meetings; 
• Preparing meeting materials and taking minutes, including documenting decisions and action items; 
• Supporting meetings, workshops, offsites, and team events, including coordination and logistics; 

COO/CFO: 

• Calendar management and stakeholder communication; 
• Documentation management, including minutes, action trackers, governance documents, SharePoint sites, and permissions; 
• Internal audit administration, documentation, and follow-up of action items; 
• Administrative coordination, including fleet/leasing administration, event planning, and supplier management; 
• Attending monthly IFS Executive and COO meetings; 
• Preparing meeting materials and taking minutes, including documenting decisions and action items; 
• Supporting leadership meetings, workshops, offsites, and team events, including coordination and logistics; 
• Coordinating with hotels, venues, caterers, and other suppliers for events. 

Job Skills/Competencies Required

What we need from you 

• Ideally, you have a higher professional education in HR, Business Economics, Business Administration, International Business Management, or similar.  
• Minimum of 1 year of experience in general administration (Personal Assistant) or HR administration role.  
• Advanced proficiency in MS365 (Outlook, Excel, Word and PowerPoint, MS CoPilot), Workday.  
• Familiarity with virtual collaboration tools for MS teams.  
• Strong organizational skills (e.g. organizing meetings)  
• Proficiency in Outlook, setting up meetings/events  
• Ability to adapt to new tools efficiently.  
• You can communicate confidently in English; German is a plus.  
• Ability to work independently while also thriving in a team setting.  
• Ready to roll with new tech and tasks.  
• Commitment to confidentiality and ethical handling of employee data.  
• Proactive and self-motivated approach to (repetitive) work.  
• Ability to manage tasks with a sense of urgency and accuracy.