[Universal Genève] Executive Assistant (f/m/x)

Your craft

Executive support & calendar management

• Proactively manage a complex and evolving executive calendar across multiple companies and locations
• Anticipate priorities, conflicts, deadlines, and logistical requirements
• Ensure readiness for meetings, appointments, and key commitments
• Act as the main coordination point between the Executive, the CEO’s Executive Assistant, and internal departments
• Coordinate activities, priorities, and information across multiple companies, sites, and functions
• Ensure clear communication and timely follow-up between stakeholders
• Track decisions and action points, ensuring commitments are followed through to completion

Travel & logistics

• Organise complex international travel arrangements end-to-end
• Coordinate flights, accommodation, transfers, meetings, and other travel logistics
• Anticipate changes and proactively resolve issues to ensure smooth travel experiences

Meetings, decisions & follow-up

• Prepare meetings, including agendas, relevant documentation, logistics, and briefing materials
• Support the Executive in preparing for key decisions by ensuring the right information is available at the right time
• Capture and coordinate follow-up actions after meetings

Financial & administrative coordination

• Review purchase orders and invoices for completeness and accuracy before executive approval
• Coordinate with relevant internal teams to clarify discrepancies or missing information
• Contribute to improving administrative tools, workflows, and internal processes

VIP & executive events

• Welcome and support VIP clients, partners, and other important guests
• Assist with the organisation and coordination of executive meetings and events
• Support the Executive in creating a seamless and highly professional experience for key stakeholders

What will make you successful

• 6+ years of proven experience as an Executive Assistant supporting senior leadership
• Fluent English and French; additional languages are a plus
• A genuine long-term commitment to the profession
• Outstanding organizational skills and attention to detail
• High level of discretion, reliability, and confidentiality
• Proactive, autonomous, and solution-oriented mindset
• Excellent communication and interpersonal skills
• Professional executive presence and confidence with senior stakeholders
• Strong judgement and ability to anticipate needs
• Comfortable working in a fast-paced, international, multi-company environment