Executive Assistant

We have an exciting opportunity for an experienced Executive Assistant to join Thomson Reuters in Gdansk, supporting our Executive Teams in Switzerland.

In this role you will be performing a wide range of administrative duties to support multiple senior leaders and their department members.

ABOUT THE ROLE

As Executive Assistant your key responsibilities will include:

Organization & Planning

• Maintain calendar and prioritize action items, arrange video/telepresence and teleconferences; and prepare meeting agendas and guest visits

• Make sure to keep the leaders up to date and aware of any meetings and events he/she must attend

• Organize flow of work, prioritize tasks and activities and ensure that administrative functions are carried out in a timely and effective manner

• Coordinate and maintain communications between the leaders and other internal departments

• Compose and prepare reports, spreadsheets, correspondence and any other documents including proofreading for correct spelling, grammar, punctuation, usage, and content, assist with presentation preparation, ad-hoc reporting and handle printing requirements

• Meet with the leaders to review status of projects, plan meetings and upcoming travels

• Filter, organize and prioritize incoming mail, email, and phone calls

Travel & Expenses

• Prepare domestic and international itineraries and travel arrangements incl. visas on a regular basis

• Prepare and process expense reports and outside services costs in compliance with company policies

Meetings, events & visitors

• Offer innovative new ideas to support the company events and assist in the organization and delivery of events that strengthen the firm’s culture, support its business objectives and enhance communication

• Organize meetings and meeting logistics incl. oversighting technology requirements

• As required, participate in department meetings, take minutes and follow up with group members around deliverables

• Perform other administrative and ad-hoc tasks which may include: organize guest offices, guest badges, catering, and local ground transportation for visitors

Systems Management

• General record keeping including maintaining an up-to-date supplier list, asset/equipment register and any other databases as required

• Managing databases and filing systems

• Act as a proxy for various submissions using company systems (account payable, absences, vendor management, Workday etc)

• Support with profile set up in Fieldglass for contractors reporting to senior leaders and their department members

Others

• Communicate with all levels within the organization

• Assisting with ad hoc projects and assignments

• Establish strong business relationships with other administrative professionals internally in order to determine solutions swiftly

• Support in training and onboarding other assistants

• Provide vacation coverage for the other assistants

ABOUT YOU

To be successful in this role, you will need to meet the following requirements:

Education

• Completion of high school or secondary education required, additional university level courses, or secretarial/business school training desirable.

• Commercial apprenticeship with federal degree or advanced training highly preferred

Knowledge and Skills

• Excellent prioritization skills

• Demonstrates high level of interpersonal skills and professional acumen

• Demonstrates a high level of planning and organization skills

• Demonstrates excellent communication skills – fluent in English

• Proven ability to collaborate across multiple departments/organizations and ability to navigate in an enterprise and fast-paced environment

• Manages highly confidential information using appropriate discretion

• Interacts and coordinates effectively with senior leaders inside and outside of the company as well as all other internal and external visitors

• Demonstrates ability to manage change, and adapt work style and processes according to the dynamic nature of the organization

• Understanding of cultural differences

• Manages multiple tasks in an environment of tight deadlines and high-quality standards

• Exhibits a high degree of autonomy and decision-making discretion

• Proficient typing skills and knowledge of computer applications (i.e., Outlook, Excel, Word, PowerPoint, Adobe) necessary

• Team-spirited, able to collaborate with the other assistants

• Previous experience working for senior executives in an international corporate environment

• MS Teams knowledge and experience preferred