Group Office Executive Assistant - 100%

WHO WE ARE

Avolta is the world’s leading travel experience player. With a traveler-centric philosophy and a geographically diverse network, the travel retail and F&B company addresses the needs of up to 2.3 billion passengers each year, with 5,500 outlets in more than 75 countries across six continents. Guided by their Destination 2027 strategy and boosted by their recent combination with travel F&B giant Autogrill, the company is well positioned to realise their ambition to create a Travel Experience Revolution through their many locations at airports, motorways, cruise lines, seaports and railway stations amongst others.

PURPOSE OF THE ROLE

The Group Office Executive Assistant is responsible for managing on-site office administration. Working closely with the group members, the position holder organizes global travel arrangements, meetings, conferences, and video conferences. Additionally, the Group Office Executive Assistant handles travel expenses and department invoices, oversees file and archive management, and ensures adherence to standard policies and procedures. The position is based in Basel, Switzerland and on-site.

RESPONSIBILITIES

• Manages agenda, correspondence (both physical and online), invoices, expenses and signature collection
• Manages incoming and outgoing calls
• Coordinates all aspects of travel, including additional travel arrangements and business support for Global Category Management
• Coordinates communication between internal departments and various group divisions
• Organizes meetings and conferences, both internally and externally
• Oversees files and archives, both in hard copy and electronic formats
• Performs general office duties to ensure smooth operations
• Ensures the understanding and adherence to standard policies and procedures
• If needed, offers support for category directors and their teams
• Plans accommodations and manage invoice control for large company events, occurring up to three times per year

WHAT WE ARE LOOKING FOR

• At least 5 years of experience in administrative support, executive assistance or office management
• Experience in managing correspondence, agendas, administrative duties and travel arrangements
• Strong organizational abilities and attention to detail
• Excellent verbal and communication skills in English and German, Spanish is a plus
• Ability to handle a fast-paced environment and adapt to changing priorities
• Outstanding team player with an open-minded, sociable, and flexible personality, capable of working under pressure, maintains a positive outlook in challenging and demanding situations
• Experience in a multinational company or supporting global teams is a plus