Senior Executive Assistant

We are looking for a Senior Executive Assistant to join our Maison Roger Dubuis to serve as the primary point of contact for the CEO, providing comprehensive daily support across all administrative, organizational, and project-related needs for both the CEO and the Executive Committee.

This role is crucial for ensuring seamless operations, effective communication, and the successful execution of key initiatives.

This position will be based in Meyrin (Geneva), within our Manufacture Roger Dubuis.

Key Responsibilities

Executive Support & Communication:

• Efficiently handle, screen, and direct phone calls and manage all incoming correspondence for the CEO, ensuring adequate follow-up.
• Prepare and refine high-quality documents and presentations (e.g., PowerPoint) for various internal and external audiences, focusing on visual appeal and clarity.

Administrative & Organizational Management

• Proactively manage complex calendars and diaries, prioritizing inquiries, troubleshooting conflicts, and making recommendations to ensure smooth daily engagements.
• Organize all aspects of meetings, including participant invitations, scheduling, logistics (room, video conferences, catering), agenda preparation, document printing, and welcoming external visitors.

Travel & Hospitality

• Book comprehensive business travel arrangements for the Executive Committee, including flights, transfers, visas, accommodation, and detailed itineraries.
• Ensure a professional and welcoming reception for all external providers and guests attending appointments with Executive Committee members.

Meeting & Project Coordination

• Participate in and assist with Executive Committee and transversal meetings, drafting agendas and taking minutes as required.
• Monitor deadlines for projects and meetings, following through on unresolved issues or pending requests.

Project Management Support

• Assist in the coordination and tracking of various strategic projects, ensuring timely progress and adherence to objectives.
• Prepare project briefs, status updates, and reports for the CEO, highlighting key milestones, dependencies, and potential roadblocks.

Confidentiality

• Perform highly confidential duties and special projects with utmost discretion and personal judgment.
• Manage and submit expense reports, maintain strong working relationships with the senior team, and provide ad hoc project work and occasional personal support to the CEO.

Profile

• Experience: Over 5 years of experience in a similar role within the luxury environment.
• Possesses a high degree of professionalism demonstrates impeccable integrity and discretion in handling confidential information.
• Exceptional organizational skills with great attention to detail, capable of multitasking effectively.
• Strong customer and service focus, consistently solution oriented.
• Ability to react with appropriate urgency to situations and events requiring quick responses or turnarounds.
• Excellent communication skills, coupled with a dynamic and easygoing personality.
• Fluent in French and in English.
• Proficient in Microsoft Office Suite.