ASAP - (Senior) Administrative Assistant 80-100% (m/f/d)

For 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. Executive Support & Coordination Deliver high-level administrative support to the Head of Internal Audit, including proactive calendar management, scheduling, and prioritisation of commitments Act as a central coordination hub for incoming requests, ensuring efficient communication flow across the function Manage emails, calls, and correspondence on behalf of the Head of Internal Audit, ensuring timely follow-up and alignment Prepare and consolidate meeting materials, including agendas, reports, and iefing notes for key stakeholders Organise meetings end-to-end, ensuring all logistics, documentation, and participant communication are handled seamlessly < >< > Operational Organisation & Process Support Coordinate internal and external meetings, including room bookings, logistics, and required documentation Maintain and regularly update internal communication platforms such as the departmental intranet Support procurement processes, including raising purchase orders, coordinating contractor onboarding, and tracking delivered services Prepare internal reports and documentation such as meeting minutes, project updates, and financial tracking reports (e.g. budgets, expenditures, time reporting) < >< > Documentation & Information Management Maintain accurate, structured, and up-to-date records across the department, including audit plans, reports, meeting documentation, and staff-related information Ensure proper document version control and secure storage in line with internal policies and confidentiality standards Support data governance practices, ensuring compliance with retention policies and audit trail requirements < >< > Budget & Governance Support Assist in monitoring and administering the department's budget, ensuring cost control in line with internal guidelines Contribute to financial tracking and reporting activities, supporting transparency and effective resource management < >< > Stakeholder Interaction & Communication Serve as a key liaison between Internal Audit leadership and both internal and external stakeholders Draft, review, and distribute professional communications, ensuring clarity, accuracy, and consistency Collaborate closely with governance bodies and secretariats, ensuring smooth coordination and alignment Prepare and edit presentations, reports, and formal correspondence for senior audiences < >< > Travel & Event Management Coordinate domestic and international travel arrangements, including flights, accommodation, and detailed itineraries Plan, organise, and support events such as conferences, seminars, and internal meetings Manage logistics and budgets for events, ensuring smooth execution and high-quality delivery Arrange and coordinate team activities and departmental events to support engagement and collaboration 2 year contract International financial institution in a highly regulated environment Tertiary education or equivalent professional experience Minimum of 5 years' experience in an executive assistant, administrative, or similar support role at senior level Experience in an international environment, ideally within financial services or another regulated industry Strong organisational skills with the ability to manage multiple priorities and complex schedules Proficiency in Microsoft Office 365, SharePoint, and Teams Excellent written and verbal communication skills in English High level of discretion and ability to handle sensitive and confidential information A proactive, solution-oriented, and detail-focused mindset < >< > Additional assets: Experience with modern collaboration tools and process optimisation Knowledge of additional languages, particularly German Exposure to project coordination or budget tracking You are a highly reliable and adaptable professional who enjoys working in a structured yet dynamic environment and supporting senior stakeholders with efficiency and professionalism..