Job Description
On behalf of our client, an organization playing a significant role in advancing change by implementing sustainable, smart, and efficient solutions, we seek an Executive Assistant (EA) based in Munich, Berlin, or Basel to join the company full-time. The successful candidate is a high-performing self-starter with a proactive nature. We are prioritizing candidates based in Munich who can start at short notice, but we are also open to considering applicants from Berlin or Basel as a last preference. The role is hybrid, and the position presents an exciting opportunity to be part of an incredible corporate journey.
About the Company. About the Role.
Our client is a flourishing group of companies that has grown tremendously over the last few years, growing from a German market leader into a pan-European market leader through M&As. Today, it operates plant assets in nine European countries, with over 2,400 employees at more than 70 locations, and has established regional offices in Germany, Switzerland, Italy, and the Netherlands. The role primarily focuses on providing administrative support to the CHRO, with responsibilities such as managing the calendar, organizing meetings, and planning travel. While specialist knowledge is not explicitly sought after, previous experience in HR helps understand the broader context of the role. We are looking for a passionate EA who excels in organization, planning, and communication and is eager to grow within the role over time.
What you will be doing
- Ensure the smooth running of the CHRO's day-to-day business by providing confidential administrative support and acting as the primary point of contact between HR, stakeholders, and direct reports. Demonstrate professionalism and confidentiality in all interactions.
- Manage a busy calendar and inbox, coordinate virtual and hybrid meetings and forums via virtual platforms, keep the CHRO on track, and provide all information needed for upcoming appointments.
- Prepare and organize travel arrangements, such as flights, train tickets, hotels, car parking, and venue bookings.
- Plan events such as HR off-sites, including milestone tracking and budget control; assist with initiatives as assigned.
- Compile briefing materials to assist in managing HR operations; draft/edit correspondence; support the production of PowerPoint presentations, documents, and reports.
- Support administrative procedures to manage the CHRO's activities, prioritize requests, follow up on deliverables, and determine when action is required.
- Maintain and organize employee records, files, and databases, ensuring timely access to information when required.
- Administrative tasks related to HR activities, including coordinating HR calls, interviews, and employee appraisals.
- Prepare and organize performance reviews, ensuring all documentation is accurately managed.
- Draft and manage personnel announcements for press releases and website updates.
- Create purchase orders (PO) and manage invoices and expenses.
- Provide administrative support for digitalization projects as they grow and transform. With your solution-oriented approach, you'll assist in implementing new tools and software. Simply put: You love tackling challenges head-on and finding creative ways to make things work.
- Work closely with other EAs to advance good conduct that enables the business to deliver the best outcomes.
What you bring | Background, Skills, Aptitude
- A commercial degree is a great foundation, and if you've added further qualifications like a federal diploma as an Executive Assistant, Management Assistant, European Secretary, or Administrative HR Specialist, that is a plus.
- 8+ years of C-suite admin experience in a fast-paced industry and effective stakeholder management skills to contribute to the successful running of an executive office.
- You excel at time management, multitasking, connecting the dots, understanding the big picture, and demonstrating attention to detail.
- You have a «get things done» attitude, take full ownership of your tasks, and troubleshoot with a strong focus on delivering results; you can cut through complexity.
- Strong business acumen and decision-making skills. You can be trusted with sensitive material/information, extending confidentiality to all tasks.
- Empathy and emotional intelligence: You bring positive energy and build trusted relationships with integrity and professionalism across an organization.
- You are confident in managing workloads with limited supervision and comfortable working primarily remotely.
- You are tech-savvy and proficient with key business applications like the MS Office Suite, Teams, SAP, and travel management tools such as Concur, ensuring smooth and efficient communications, presentations, and travel logistics management.
- Business fluency in German (C2) and English (C1/C2), a flair for written and verbal communication, and a polished demeanor are vital.
- You are diligent and conscientious, able to anticipate needs, and work proactively to ensure details are attended.
- You bring a flexible mindset, ready to provide ad hoc support outside regular hours when needed.
What is in it for you? You get to join a community of talented, passionate people across Europe, among whom every day presents an opportunity to grow. The company fosters diversity and inclusivity to create and sustain a workplace culture of innovation and high performance. Competitive remuneration and employee benefits can be expected from this innovative employer, including access to a bonus scheme. If you thrive in a collaborative environment and are eager to make an impact, we would love to hear from you. Please submit your CV, reference letters, and educational diploma ref to apply. «EA-CHRO» to [email protected]. Should your experience prove suitable, we will arrange a call to brief you on the role. We look forward to connecting with you.
Barnickel & Fellows | Talstrasse 58 | CH-8001 Zurich | +41 44 243 86 68
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