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

Barry Callebaut seeks a part-time Management Assistant to support the VP of Corporate Communications & Public Affairs in Zurich. The role involves agenda management, travel coordination, and administrative support within the Zurich Assistant Network.

This part-time position (60%) supports the VP of Corporate Communications & Public Affairs at the company's Zurich headquarters. The assistant operates within the Zurich Assistant Network, a collaborative group designed to share best practices, enhance business understanding, and provide mutual support to help senior leaders achieve their goals.

Responsibilities

• Manage the VP's schedule by coordinating meetings across different time zones, preparing agendas, and tracking follow-ups.
• Arrange complex international travel, including flights, accommodation, ground transport, and visa applications.
• Handle competing priorities and resolve issues proactively to ensure tasks are completed.
• Create, format, and maintain documents using PowerPoint, Word, and Excel.
• Oversee vendor relationships, including setup, purchase order creation, and invoice approval.
• Process expense reports, approve team expenses, and manage vacation requests.
• Assist with onboarding new team members by organizing schedules and preparing training materials.
• Serve as the primary contact for internal and external stakeholders, building professional relationships.
• Organize team events, celebrations, and presentations.
• Provide support for the annual general meeting of shareholders.

Requirements

• At least five years of experience as a management or executive assistant in an international setting.
• Vocational or university education in business, economics, or a related administrative field.
• Fluency in English.
• Advanced proficiency in Microsoft Office, SuccessFactors, SAP, Concur, and ServiceNow.
• Strong organizational skills with the ability to multitask and work under pressure.
• Ability to prioritize tasks and switch between projects to meet deadlines.
• Independent and efficient work style with high attention to detail.
• Experience managing stakeholders at all organizational levels.

Nice to have

• Familiarity with corporate communications topics or prior experience in related departments.
• Knowledge of the German language.
• Additional language skills.

About the company

Barry Callebaut operates the Zurich Assistant Network, a collaborative community for administrative professionals. This network focuses on sharing best practices, deepening business knowledge, developing professional skills, and providing mutual support to help senior leaders achieve business objectives.

• Collaborative environment through the Zurich Assistant Network.
• Focus on exchanging best practices and deepening business knowledge.
• Professional development and skill enhancement opportunities.
• Mutual support among administrative staff to aid senior leadership.