Office Administrator & Executive Assistant

Administration, CEO, Consulting, Empfang, HR, Kaufmännisch, Sekretariat
8. Mai 2025
Festanstellung

Für diesen Job bewerben

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Job Description

Founded in 1946, Intercontinental Group of Department Stores (IGDS) is connecting and informing its 43 department store members around the world. IGDS is a non-profit organisation based in Zurich. To ensure the quality and range of our services, we are searching for a

Job Overview

 

The role of the Office Administrator & Executive Assistant is to ensure the functioning of our office infrastructure, to support the team in diverse tasks and to assist the Executive Director in all aspects.

 

Responsibilities

  • Keep office and administration of IGDS in best functional shape in order to provide ideal working environment for team
  • Track, maintain and order office supplies. Oversee the maintenance of files, contracts, office facilities and equipment
  • Coordinate office activities and operations to secure efficiency and compliance with company policies including the organisation of meetings
  • Set-up agenda for subject matter related meetings and follow-up outcome
  • Carry out clerical duties such as preparing documents, taking minutes, answering phone calls, welcoming guests, being responsible for incoming and outgoing mail
  • Perform basic accounting management, resolve billing questions, issue and follow up invoices
  • Supervise our Database Manager, create and update records of different databases
  • Prepare and publish our weekly digital magazine and provide support to website maintenance
  • Assist in preparation, conduction and follow-up of our annual major event abroad
  • Act as a liaison between our organisation and external partners
  • Organise and prepare ad-hoc projects, presentations, statistics and surveys
  • Manage and foster Liaison Officer network and company profiles
  • Oversee and control the calendars of the Executive Director and the team
  • Coordinate and follow-up scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
  • Organise complex international business trips for the Executive Director
  • Work closely on selected projects with Executive Director

 

Requirements

  • Work experience as an Administrator, Office Manager, Personal Assistant or similar role
  • Strong time-management skills and the ability to organize and coordinate multiple projects
  • Tech-savvy, knowledgeable in Microsoft Office (Word) and other office productivity tools with a readiness to learn new software and website systems
  • Reliable organizational skills with attention to detail
  • Easy-going to deal with diverse multicultural groups of people, including Board members and senior executives
  • Ability to complete on time a high volume of tasks and projects independently
  • Proficient English speaker, other languages are of advantage
  • Strong verbal and written communication skills
  • Ready for one international business trip per year
  • Open minded team player with service mentality and commercial formation
  • Maintain professionalism and strict confidentiality with all contacts, materials, and exercise discretion when interfacing with the business

 

Entry date

Immediate or as per agreement

This position 80-100% position is destined to a team member who enjoys working in a multi-cultural environment and is interested in retailing. A highly organised, reliable and flexible individual is expected who is open to work with a small team at our office in Zurich city (no home office). Please send you application directly to Write an email. Thank you.

Intercontinental Group of Department Stores (IGDS)
Mr Werner Studer
Executive Director
0442953080

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