Executive Assistant
Start Date: ASAP
Location: Geneva, Switzerland
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About this role
Purpose
The Executive Assistant is responsible for providing administrative assistance to TNH’s CEO, Management Team and board of directors. Key responsibilities include meeting coordination, minute-taking, document management, following up on action items, Managing the CEO’s Calendar and arranging travel for the CEO, Management Team and the Board.
Working relationships
Reporting to: The Chief Executive Officer
Main duties and responsibilities
Meeting Coordination
Arrange dates and times for meetings with the CEO, Management Team, and board of directors, ensuring availability of all participants. Send out meeting invitations and reminders to attendees.
Collaborate with the CEO and other stakeholders to prepare meeting agendas, ensuring all relevant topics are covered.
Ensure that pre-reading is submitted on time before the meeting.
Arrange meeting venues or set up virtual meeting platforms, managing logistics such as venue hire, catering and equipment setup for in-person meetings, and audio-video checks, connectivity, meeting recordings, virtual whiteboards and chat areas.
Minute-Taking
Attend meetings to record detailed notes on discussions, decisions, and actions, producing formal minutes, ensuring clarity and accuracy.
Distribute the minutes to meeting participants for review and approval.
Track and follow up on action items and decisions made during meetings. Maintain a list of action items from meetings, including deadlines and responsible parties. Send reminders to individuals responsible for completing action items. Provide regular updates to the CEO and Management Team on the status of action items.
Document Management
Create standard templates for easy consolidation of presentations, and reports for the CEO, Management Team and the Board.
Maintain an organised filing system for all documents, ensuring easy retrieval and reference, ensuring adherence to information security policies and procedures.
Ensure that all documents are archived properly for future reference and compliance and auditing purposes.
Manage access to sensitive documents, ensuring only authorised personnel can view them.
Managing the CEO’s Calendar
Scheduling: Manage the CEO’s calendar, scheduling appointments, meetings, and events. Prioritize and adjust the CEO’s schedule based on changing needs and priorities. Send reminders to the CEO about upcoming appointments and deadlines.
Coordinate with the Management Team and other stakeholders to schedule meetings and events.
Travel Arrangements
Arrange travel for the CEO and Management Team, including flights, accommodations, meals and transportation. Prepare detailed travel itineraries, including meeting schedules and contact information. Ensure all travel-related documents, such as tickets, itineraries, and receipts, are organised and accessible for the CEO and Management Team.
Manage last-minute changes to travel plans, such as rebooking flights, changing hotel reservations, or adjusting transportation arrangements. Resolve problems that arise during travel, such as lost luggage, flight delays, or accommodation quality. This includes contacting airlines, hotels, or other service providers to resolve the issues promptly.
Update the CEO with any changes to the travel itinerary, ensuring they are informed of new schedules and arrangements. Coordinate emergency arrangements if needed, such as finding alternative transportation or accommodations in case of unexpected disruptions. Maintain open lines of communication with the CEO during travel to provide real-time updates and assistance as needed.
Manage the travel-related expenses for the CEO and Management Team, including submitting expense reports and ensuring timely reimbursement.
Skills, Competencies and Experience Required
- Minimum 1 years of experience as an Administration / Executive Assistant, or similar role.
- Proficiency in English is essential
- Ability to communicate in French is advantageous