Executive Assistant & Office Manager

Winid is a talent acquisition consultancy that offers Executive Search, RPO and Talent Solutions.

Our purpose is to drive the growth and fulfillment of individuals and organizations. We facilitate individuals in finding inspiring opportunities and help organizations discover professionals who will take them to the next level. We do this through talent acquisition and development solutions that focus on people, diversity and inclusion, innovation, and cutting-edge technology.

About the client:

Global company focused on luxury beauty products. The company prioritizes sustainability and community support. Which combines artistry, science, and a deep understanding of their customers' desires to create products that are not only effective but also offer a luxurious experience, enhancing both beauty and well-being.

About the role:

The position provides high-level executive support to the CEO as well as day-to-day office management.

Responsibilities:

Executive Support:

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments and travel arrangements
• Coordinate and prepare meeting materials, agendas, and minutes
• Handle confidential information with discretion and maintain the highest level of professionalism
• Conduct research, compile data, and prepare reports for the CEO
• Serve as the primary point of contact for internal and external communications for the CEO

Office Management:

• Oversee the daily operations of the Geneva office, ensuring a productive and efficient work environment
• Manage office supplies inventory and place orders as necessary
• Coordinate with IT and facilities teams to resolve any office-related issues
• Organize office events, meetings, and employee activities to promote a positive and collaborative work culture
• Ensure compliance with health and safety regulations

Administrative Duties:

• Assist in the preparation and distribution of internal communications and documents
• Handle expense reports, invoices, and budgeting for the CEO’s office
• Support HR functions, including onboarding new employees and maintaining personnel records

Special Projects:

• Participate in and manage special projects as assigned by the CEO
• Assist in strategic planning and execution of company initiatives
• Liaise with various departments and external partners to ensure project milestones are met

Qualifications:

• Bachelor’s degree in Business Administration, Management, Marketing or a related field.
• Minimum of 8-10 years’ experience in an executive support role, preferably within a multinational company.
• Excellent written and verbal communication skills in English (official Company language) and French (proficiency in French is a plus). Possibly good knowledge of the Italian language.
• Strong ability/attitude to prepare quality presentations (Power point or other tools)
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.
• High level of integrity, discretion, and professionalism.
• Experience in office management and administrative functions.

Benefits:

• Competitive salary and benefits package
• Opportunity to work in a dynamic and innovative industry
• Professional development and growth opportunities