Save Job Back to Search Job Description Summary Similar Jobs Added 08/06/20262 year contractInternational financial institution in a highly regulated environmentAbout Our ClientFor an international financial institution based in Switzerland, operating in a complex and regulated environment, we are seeking an experienced Administrative Assistant to support the Head of Internal Audit.Job DescriptionExecutive Support & CoordinationDeliver high-level administrative support to the Head of Internal Audit, including proactive calendar management, scheduling, and prioritisation of commitmentsAct as a central coordination hub for incoming requests, ensuring efficient communication flow across the functionManage emails, calls, and correspondence on behalf of the Head of Internal Audit, ensuring timely follow-up and alignmentPrepare and consolidate meeting materials, including agendas, reports, and briefing notes for key stakeholdersOrganise meetings end-to-end, ensuring all logistics, documentation, and participant communication are handled seamlesslyOperational Organisation & Process SupportCoordinate internal and external meetings, including room bookings, logistics, and required documentationMaintain and regularly update internal communication platforms such as the departmental intranetSupport procurement processes, including raising purchase orders, coordinating contractor onboarding, and tracking delivered servicesPrepare internal reports and documentation such as meeting minutes, project updates, and financial tracking reports (e.g. budgets, expenditures, time reporting)Documentation & Information ManagementMaintain accurate, structured, and up-to-date records across the department, including audit plans, reports, meeting documentation, and staff-related informationEnsure proper document version control and secure storage in line with internal policies and confidentiality standardsSupport data governance practices, ensuring compliance with retention policies and audit trail requirementsBudget & Governance SupportAssist in monitoring and administering the department's budget, ensuring cost control in line with internal guidelinesContribute to financial tracking and reporting activities, supporting transparency and effective resource managementStakeholder Interaction & CommunicationServe as a key liaison between Internal Audit leadership and both internal and external stakeholdersDraft, review, and distribute professional communications, ensuring clarity, accuracy, and consistencyCollaborate closely with governance bodies and secretariats, ensuring smooth coordination and alignmentPrepare and edit presentations, reports, and formal correspondence for senior audiencesTravel & Event ManagementCoordinate domestic and international travel arrangements, including flights, accommodation, and detailed itinerariesPlan, organise, and support events such as conferences, seminars, and internal meetingsManage logistics and budgets for events, ensuring smooth execution and high-quality deliveryArrange and coordinate team activities and departmental events to support engagement and collaborationThe Successful ApplicantTertiary education or equivalent professional experienceMinimum of 5 years' experience in an executive assistant, administrative, or similar support role at senior levelExperience in an international environment, ideally within financial services or another regulated industryStrong organisational skills with the ability to manage multiple priorities and complex schedulesProficiency in Microsoft Office 365, SharePoint, and TeamsExcellent written and verbal communication skills in EnglishHigh level of discretion and ability to handle sensitive and confidential informationA proactive, solution-oriented, and detail-focused mindsetAdditional assets:Experience with modern collaboration tools and process optimisationKnowledge of additional languages, particularly GermanExposure to project coordination or budget trackingWhat's on OfferYou are a highly reliable and adaptable professional who enjoys working in a structured yet dynamic environment and supporting senior stakeholders with efficiency and professionalism.Quote job refJN-062026-7034801Job summaryJob FunctionOffice & Management SupportSpecialisationExecutive AssistantIndustryFinancial ServicesLocationBaselContract TypeInterimJob ReferenceJN-062026-7034801
