DP World is seeking for an experienced Executive Assistant & Office Assistant based in Basel, Switzerland. This dual-role position will support the Senior Vice President (SVP) Freight Europe as well as other managers in
the Basel office with administrative tasks. Additionally, it will oversee the smooth day-to-day operations of the
Basel office, ensuring a professional and welcoming environment for staff and visitors.
How you will contribute
Executive Assistant:
* Administrative Support: Provide direct support to the SVP Freight Europe, including calendar management, scheduling, and coordinating meetings.
* Travel Management: Arrange travel itineraries, accommodations, and transportation for the SVP and other managers as required.
* Meeting Coordination: Prepare meeting materials, take minutes, and follow up on action items.
* Communication: Handle correspondence, screen emails, and act as a liaison between the SVP and internal/external stakeholders.
Office Assistant:
* Office Operations: Oversee the daily functioning of the Basel office, including supplies inventory, office equipment, and cleanliness.
* Meeting Rooms Management: Coordinate booking and setup of meeting rooms, ensuring they are equipped and ready for use.
* Visitor Assistance: Welcome visitors to the Basel office, provide necessary information, and support their logistical needs.
* Event Coordination: Coordinate office and meeting lunches, workshops, and other on-site events.
* Travel Support for Visitors: Assist employees or external visitors traveling to Basel with accommodations, transportation, and on-site support.
* General Support: Address ad hoc requests and provide administrative support to other managers in the Basel office as needed.
What you will bring
* Certification as an (International) Executive Assistant Professional, successfully ended vocational training or equivalent qualification with focus on administrative services.
* Multiple years (8+) proven experience as an Executive Assistant, Office Assistant, or in a similar administrative role in a corporate environment.
* Experience within a fast moving, multinational matrix organization with the ability to work both independently and collaboratively in a dynamic environment.
* Experience with travel and calendar management tools.
* Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
* Strong communication skills in English; proficiency in German is a plus.
* Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
* A proactive and resourceful mindset with a strong sense of ownership and initiative.
Skills:
* Strong communication skills - You are an exceptional listener. You communicate clearly. You write exceptionally well and you speak eloquently.
* Problem solving - You enjoy solving problems and finding creative, innovative solutions.
* Detail oriented - You pay strong attention to the details.
* Exceptional critical thinking skills - You can identify gaps in logic and underlying causes of issues.
* Strong collaborator - You can work independently and enjoy collaborating across dynamic and multi-cultural teams.
* Results oriented - You are proactive in handling competing priorities and meet your deadlines and commitments.
* Confidentiality - You consider and protect the confidentiality of company data at ALL times.
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