Management Assistant to VP, Corporate Communications & Public Affairs part-time

About The Role

We are looking for a part‑time (60%) management assistant to provide valuable support to the VP of Corporate Communications & Public Affairs, located at our Head Office in Zurich. This role is also part of the broader Zurich Assistant Network, whose aim is to exchange best practices, deepen the knowledge of business topics, develop skills, and provide mutual support to enable our senior leaders to reach their business objectives.

• Proactive management of the VP’s agenda to ensure structure and optimal use of time, coordinate and schedule meetings across global time zones, prepare agendas, and ensure follow‑up as needed.
• Complex international travel arrangements (booking flight, hotel, transportation, visa requests, etc.).
• Prioritizing conflicting needs, proactively addressing issues, managing competing priorities, and ensuring reliable follow‑through to resolution.
• Support with the creation, formatting, and maintenance of PowerPoint, Word, and Excel documents as needed.
• Vendor management (vendor set‑up, PO creation and approvals, coding and approving invoices).
• Expenses management (submit expense report, approve expenses) and vacation approvals for the team.
• Support onboarding of new team members (coordinate onboarding agenda, help with materials, training schedule, etc.).
• Build efficient and professional working relationships with internal and external stakeholders, acting as a first point of contact.
• Support event organization (team events, activities & dinners) and presentations (Birthday, Christmas, anniversaries, etc.).
• Support with the annual general meeting of shareholders.

• Ideally 5+ years of experience as a Management or Executive Assistant in a similar role in an international environment.
• Familiarity with Corporate Communications related topics; experience in those departments is a plus.
• Appropriate vocational or University training (either in business/economics, as a management/executive assistant, or related field).
• Proficient in English;
  German language knowledge is a big plus; other languages are an advantage.
• Strong computer literacy with experience of full Microsoft Suite, Success Factors, SAP, Concur, and Service Now preferred.
• Ability to organize, multi‑task, and work under pressure.
• Passionate, quick thinker, creative, and an effective problem solver.
• Ability to prioritize and switch between tasks to meet deadlines.
• Great communicator, service‑oriented mindset and attitude, proactive with a can‑do attitude.
• Highly organized with an independent and efficient way of working.
• Strong stakeholder management – experience in interacting with people of all levels in the organization.

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.