Executive Office Assistant (m/f/d)

The Executive Office Assistant provides high-quality, proactive support to the Group CFO and Group CIO, enabling both executives to operate efficiently and ensuring reliable day-to-day coordination of their offices. This position will report to the Executive Assistant to CEO/CHRO, Group Communication Manager.

The role combines executive assistance with clear office management ownership. In addition to complex calendar, communication and meeting support, the job holder ensures that the shared executive office environment, supplies, equipment, visitors and practical office services are professionally organised and consistently available.

This is a fully office-based role in Rotkreuz. Physical presence is an essential requirement because the position serves as an on-site coordination point for executives, employees, visitors and service providers.

Executive Calendar & Priority Management

• Manage complex calendars for both executives, prioritising engagements and coordinating meetings, appointments and travel efficiently.
• Anticipate requirements, identify scheduling conflicts early and resolve them proactively.
• Maintain oversight of key deadlines, commitments, recurring governance meetings and deliverables.
• Protect focused working time and ensure that both executives are fully prepared for important appointments.

Communication, Correspondence & Stakeholder Coordination

• Manage and structure executive inboxes, filter messages and highlight matters requiring attention or action.
• Draft, edit and format professional correspondence, reports, briefing documents and presentations.
• Handle telephone calls and enquiries professionally and direct them to the appropriate person.
• Act as a trusted point of contact for internal and external stakeholders and ensure timely follow-up.
• Maintain strict confidentiality and exercise sound judgement when handling sensitive information.

Office Management & On-site Operations (Key Focus)

• Own the smooth day-to-day operation of the Group Headquarter office area and serve as the first on-site coordination point for practical office matters.
• Coordinate visitors, meeting rooms, access, refreshments and on-site logistics for executive meetings and workshops.
• Manage office supplies, consumables and equipment, including ordering, stock control and timely replacement or repair.
• Coordinate with reception, facility management, IT support, cleaning and other internal or external service providers.
• Ensure that meeting spaces and executive work areas are professional, organised, functional and ready for use.
• Organise internal events, workshops, lunches and office-related arrangements, including invitations, rooms, catering and materials.
• Maintain practical office procedures, contact lists and service information, and identify opportunities to improve efficiency and service quality.
• Handle incoming and outgoing mail, courier services, signatures and document circulation where required.

Meeting, Travel & Administrative Support

• Prepare agendas, briefing packs, minutes, action lists and follow-up documentation for meetings.
• Prepare and coordinate presentations and reports for executive and management meetings.
• Arrange business travel, accommodation and related itineraries, and support travel expense administration.
• Conduct research, gather information and consolidate inputs from different stakeholders as needed.
• Maintain structured filing and document management for relevant executive records.
• Perform additional duties assigned by the Group CFO and Group CIO.