Administrative Assistant to Co-Head Market MEA

About the role

Julius Baer is looking for an administrative assistant (PA) to provide administrative support to the Co-Head Market MEA and other non-executive leaders and employees. The role covers a wide range of organization and communication tasks, including scheduling, travel arrangements, meeting minutes and support for business initiatives.

Key responsibilities

• Plan and execute office-related administrative tasks for internal and external colleagues, such as transcribing meeting minutes, researching, processing invoices and expenses, generating reports, creating presentations, filing, setting up meetings and reordering supplies.
• Provide real-time scheduling support by booking appointments and managing conflicts.
• Plan and prepare travel arrangements, including flights, cars, hotels and restaurants.
• Screen phone calls and route callers, greet and assist visitors.
• Support the planning and coordination of staff events.
• Coordinate and take minutes of meetings for subordinate legal entities, such as the Julius Baer South Africa board meetings.
• Support the Market Head and business management in initiatives and their coordination and documentation (e.g. sales, market purity), as well as day-to-day tasks.

Required profile

• Relevant higher education and professional background.
• Ideally previous experience as an administrative receptionist (ARM) or in a business management role, with knowledge of front-office systems.
• Fluent German and English; French would be an advantage.

Required skills

• Excellent written and verbal communication skills.
• Strong time management, multitasking and prioritization skills.
• Strong organizational and planning skills.
• Excellent interpersonal and customer service skills, attention to detail and a proactive approach.