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

Location: 

Zurich, CH, 8005

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future. We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide. We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

About the role

 

We are looking for a part-time (60%) management assistant to provide valuable support to the VP of Corporate Communications & Public Affairs, located at our Head Office in Zurich. Additionally, this role is part of the broader Zurich Assistant Network, whose aim is to exchange best practices, deepen the knowledge of business topics, develop skills and provide mutual support to enable our senior leaders reach their business objectives.

 

Key Responsibilities Include

 

  • Proactive management of the VP’s agenda to ensure structure and optimal use of time, coordinate and schedule meetings across global time zones, prepare agendas, ensure follow-up as needed.
  • Complex international travel arrangements (booking flight, hotel, transportation, request visas, etc.)
  • Prioritizing conflicting needs, proactively addressing issues, managing competing priorities and ensuring reliable follow-through to resolution
  • Support with the creation, formatting, and maintenance of PowerPoint, Word, and Excel documents as needed
  • Vendor management (vendor set-up, PO creation and approvals, code and approve invoices)
  • Expenses management (submit expense report, approve expenses) and vacation approvals for the team
  • Support on-boarding of new team members (coordinate on-boarding agenda, help with materials, training schedule, etc.)
  • Build efficient and professional working relationships with internal and external stakeholders, act as a first point of contact
  • Support in event organization (team events, activities & dinners) and presents (Birthday, Christmas, anniversaries, etc.)
  • Support with the annual general meeting of shareholders

 

About You

 

  • Ideally 5+ years of experience as a Management or Executive Assistant in a similar role in an international environment
  • Familiarity with Corporate Communications related topics, experience in those departments is a plus
  • Appropriate vocational or University training (either in business/ economics, as a management/ executive assistant, or related field)
  • Proficient in English, German language knowledge a big plus, other languages are an advantage
  • Strong computer literacy with experience of full Microsoft Suite, Success Factors, SAP, Concur, and ServiceNow preferred
  • Ability to organize, multi-task, and work under pressure
  • Passionate, quick thinker, creative and an effective problem solver
  • Ability to prioritize and switch between tasks to meet deadlines
  • Great communicator, service-oriented mindset and attitude, proactive with a can-do attitude
  • Highly organized with an independent and efficient way of working
  • Strong stakeholder management - experience in interacting with people of all levels in the organization

 

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here.

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