Admin Assistant to Chief of Sustainability and CEO Office (100%)

Posted Date 3 weeks ago(12/23/2020 7:52 AM)
Job Code
CEO Office
# of Openings


Support the Chief of Sustainability, Zug Sustainability Team, Head of Strategy and the CEO Office team by providing appropriate coordinative and administrative support. Ensure proper coordination of information and activities. No agencies can be considered for this job posting.


Administrative tasks:


●      Optimize the business agenda based on management cycle and the respective priorities of the SD function/team

●      Handle daily communication telephone calls, e-mails and mail and ensure follow up (ensure respective quality standards)

●      Establish and organize internal and external meetings, conference calls and video conferences and ensure proper preparation of documents/information and briefing of involved parties needed

●      Organize and coordinate business trips including logistics, documents etc.

●      Organize seminars including the logistics and ensure smooth and proper execution  in person on site

●      Participate in relevant meetings in order to coordinate and take minutes

●      Support web portal activities including upload and maintenance of web pages

●      Create/adapt presentations (ppt)

●      Prepare management reports and ensure quality standards

●      Manage documents (filing, formatting, distribution etc.)

●      Ensure appropriate working environment (office supply, meeting room booking, refreshments, smooth running of office equipment etc.)

●      Assist in the budget process, cost and budget control

●      Check/allocate invoices and handle expense reports

●      Facilitate the reception and integration of newcomers

●      Monitor absences and vacation planning

●      Keep organization charts up to date

●      Develop, adapt and improve organizational and administrative processes with the function/department, ensure compliance with already established processes and procedures




●      Provide a coordinating role between the Head Sustainable Development and his/her (their) team, internal and external stakeholders, the networks involved keeping informed of current files in order to                  react quickly to requests and anticipate the actions needed

●      Support recruitment process for new personnel and act as counterpart to HR for coordinative issues

●      Onboarding new employees:


     -  Organize flights, coordinate pick up at the airport and accommodation

     -  Assign access to all relevant programs/systems and prepare the workplace

     -  Establish Induction Program in agreement with the supervisor



● Support/coordinate assigned project work
● Support with social media




●        Commercial education (KV Abschluss)




●        Sensitive to multiple foreign cultures and interact with people of different nationalities at all levels

●        Highly effective time management, planning and organization skills and the ability to manage multiple tasks and set priorities

●        Ability to drive tasks to completion

●        Development strong customer focus

●        Ability to anticipate needs of stakeholders

Knowledge & Skills


●        Good knowledge of the Group and its organization

●        Ability to deal with high level of confidentiality

●        Sensitive to multiple foreign cultures and interact with people of different nationalities at all levels

●        Analytical skills

●        Ability to drive tasks to completion

●        Knowledge of IT tools (Google, Microsoft Office, time and travel management tools)

●        Ability to manage multiple tasks and set priorities

●        Flexibility, adaptability to changing environment and to various stakeholders

●        Strong customer focus, ability to anticipate needs of stakeholders

●        Rigor, sense of control

Language Requirements

Fluent or Native German and fluent English an advantage


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