Executive Assistant

Job description: Executive Assistant

Tasks

• Proactively manage the calendar, schedule meetings, appointments, and conference calls, taking into account time zones and priorities.
• Review and prioritize incoming meeting requests, calls, emails, and correspondence; communicate important information effectively.
• Arrange domestic and international travel, including booking flights, accommodations, and ground transportation.
• Create detailed minutes for important meetings and presentations, prepare agendas, collect relevant materials, and coordinate logistics.
• Draft and edit confidential internal communications and correspondence within the business unit, ensuring accuracy and professional presentation.
• Work closely with the responsible business manager on projects, including marketing and customer activities, provide assistance, and ensure that tasks are completed on time.

Requirements

• At least 5 years of experience as an executive assistant in an international investment management or financial services company.
• Commercial training, ideally supplemented by further qualifications as an executive assistant.
• Advanced knowledge of MS Office (Word, PowerPoint, Excel, Outlook) and familiarity with modern communication tools.
• Strong written and oral communication skills in English (knowledge of Spanish and/or German is an advantage).

Your strengths

• Highly organized and detail-oriented, with a strong commitment to accuracy.
• Ability to manage multiple priorities, deadlines, and complex schedules with careful attention to detail.
• Work independently and proactively on routine tasks, address potential problems or delays, demonstrate a sense of urgency when managing a high number of appointment requests.
• Maintain strict confidentiality regarding sensitive company information and management matters.
• Commitment to consistently delivering high-quality work with a positive attitude, identifying potential problems and proactively addressing them before they arise.
• Strong team player with an independent, structured, and detail-oriented work style.

We offer

• Base salary: $120,000–$150,000

Why Vontobel?

• We value individual perspectives and employ people who are determined to deliver results in a dynamic and changing world.