Executive Assistant
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Job Description
Executive Assistant supporting the Head of Kardex Autostore located in Switzerland while based in Portugal. Responsible for comprehensive executive support and coordination of global communications and events.
Responsibilities:
- Provide comprehensive executive support, including calendar, travel, expense management, and proactive coordination of priorities for the Head of the Business Unit Autostore
- Coordinate global meetings and communications, managing time-zone scheduling, agendas, materials, Microsoft Teams sessions, and timely distribution of minutes
- Prepare high-quality executive documents, such as presentations, reports, updates, and briefing papers, ensuring accuracy and punctual delivery
- Serve as a central communication link, liaising with senior leaders (including CEO and CFO), global executive assistants, and cross-functional teams to ensure clear and consistent information flow
- Organise events and maintain administrative structure, including workshops, management meetings, organisational charts, documentation, and providing cover for assistant colleagues; efficiently use AI to streamline repetitive tasks
Requirements:
- Relevant education and training, such as commercial training or a degree in business administration or office management, with additional executive-support training as an advantage
- Extensive experience as an executive or senior assistant, ideally in a similar, high-responsibility role
- Strong technical skills, including full professional English proficiency, advanced MS Office/Office 365 capability (especially PowerPoint, Excel, and Teams), and effective use of AI for efficiency
- Besides fluent Portuguese, also other languages are a plus
- Exceptional organisational, coordination, and multitasking abilities, particularly in global and virtual environments, with the capability to manage multiple priorities independently
- High level of professionalism, including reliability, discretion, strong communication skills, and a proactive mindset that anticipates executive needs
Benefits:
- Long-term prospects: A secure job in a fast-growing, international company with exciting development opportunities and interesting and varied tasks in a future-oriented environment
- Valuable support: Great team spirit, elaborate onboarding and a wide range of training opportunities in our own academy at the Bellheim site as well as an Employee Assistance Program (Lyra)
- Tangible added value: Flexible working hours, annual vacation on behalf of the respective country regulations
- Visible benefits: Attractive salary, company pension plan and capital-forming benefits - depending on location
- Attractive extras: Corporate benefits, company and team events
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