Executive Assistant

Job Description

Are you ready to be the trusted partner at the heart of our President’s Office? We are recruiting an Executive Assistant who thrives in a fast-paced, international setting and is passionate about making a meaningful impact every day.

The Executive Assistant is the driving force behind the President’s Office, ensuring seamless operations and empowering leadership to focus on strategic priorities. This role exists to orchestrate complex schedules, facilitate high-impact meetings, and deliver exceptional administrative support in a dynamic, global environment. By anticipating needs and proactively solving challenges, the Executive Assistant enables the President and leadership team to achieve their goals efficiently and with confidence.

• Manage administrative tasks for the President’s office and L1 team.
• Proactively manage, monitor, and coordinate L1 calendars.
• Coordinate and prepare meetings (agenda, room booking, invitations, logistics) for internal and external stakeholders.
• Manage travel arrangements, bookings, invoicing, and calendar updates, ensuring compliance with Envista policies.
• Process expense reports.
• Serve as the go-to person for employee events.
• Coordinate and execute IT-specific requests and approvals.
• Manage electronic folder structures and content.
• Act as contact point for general office administrative issues.
• Responsible for invoice processing with VIM, in alignment with cost center owners.
• Responsible for Time Management control within the leadership team.
• Support the digital transformation initiatives (e.g., adoption of new collaboration tools).
• Include proactive identification and implementation of process improvements for administrative efficiency.
• Specify responsibility for maintaining confidentiality and data protection in all administrative processes.

• KV or Bachelor in Business Administration.
• 5 years of experience in supporting C-level executives in a global environment.
• Proficiency in MS Office, especially PowerPoint and Excel.
• Solid experience with virtual collaboration platforms (e.g., Teams, Zoom).
• Fluent in English.
• Fluent German is an advantage.
• Independent and reliable worker.
• Ability to multi-task and handle several superiors and tasks.
• Project management skills and experience with cross-functional teams.
• Reliable completion of work within deadlines.
• Assumes responsibility over assigned areas.
• Trustful and discreet.
• Solid knowledge of compliance and data privacy regulations relevant to administrative work.
• Flexibility and ability to work onsite 4 days / week.

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