Executive Assistant & Workplace Coordinator
Key information
- Publication date:05 February 2025
- Workload:100%
- Contract type:Unlimited employment
- Language:English (Fluent), German (Fluent)
- Place of work:Drescheweg 1, 9490 Vaduz
Phaion AG is a global lead generation and web publishing company headquartered in Ruggell, Liechtenstein that, together with its subsidiaries spanning three continents, aims to be a market leader. We strive for continuous organic growth, while at the same time actively executing a strategy of acquiring companies and assets that expand our brand portfolio and geographic reach. Through a hands-on, long-term investment approach the company creates value through growing and diversifying into new product verticals and regions. Phaion and its companies are ambitious and disruptive and have investments and subsidiaries around the world with longstanding and successful strategic partnerships.
About the role
The Executive Assistant and Workplace Coordinator is responsible for providing effective administrative support to the Executive in addition to coordinating day-to-day office management tasks. You will be responsible for ensuring that office operations run effectively and efficiently, adding maximum value to the organization. You have strong attention to detail and the ability to tackle competing priorities, facilitating operational success by providing a wide range of services in a fast-paced, multi-tasking work environment.
Executive Assistant Key Responsibilities include:
- Assist with presentation and report preparation
- Maintain filing systems
- Compose and type agendas and correspondence for special events, board meetings, committee meetings and development activities
- Provide routine accounting support for invoicing related activities
- Organize, plan and coordinate company events as required
- Assist Human Resources with health and safety and ensure compliance
- Manage the Executive’s calendar - arrange, coordinate and prioritise complex scheduling and logistics
- Manage, advise and respond to the Executive’s day to day requests (e.g. communications, queries, leadership responses, follow up etc.) ensuring that meetings are properly prepared for, key stakeholders are briefed and actions followed up upon
- Arrange internal and external meetings in accordance with Executive’s priorities
- Managing national and international travel logistics (flights, transfers, visas, passports) as requested
- Checking and processing Executive’s monthly expenses
- Maintaining filing systems
- Provide support with ad-hoc projects when necessary
- Perform other duties as may be required
Workplace Coordinator Key Responsibilities include:
- Main point of contact for internal and external visitors to be greeted and assisted in a courteous and professional manner.
- Proactively ensure that the office (and its facilities) is maintained in a clean, tidy and secure condition (eg. empty the dishwasher, daily refill of supplies, clear up/set up the meeting rooms, etc.)
- Responsible for mail duties, including distributing post/packages to staff, sending mail, booking local couriers, and international shipments.
- Assist with new starters, visitors, contractors, and leavers - in line with security restrictions.
- Assist with office security, alarm systems and evacuation procedures.
- Ensure sufficient stock of office supplies and place orders, including stationery, printer supplies, and kitchen supplies in adherence with allocated budget
- Oversee and coordinate workplace administrative procedures and review, evaluate and implement new procedures as required under a culture of continuous improvement aligned with the standards of the company
- Liaise with the landlord and building management company on maintenance and upkeep issues
- Maintain workplace expenses, invoices and payments for facilities and services
- Ensure all required insurance policies are up to date and coordinate renewals
- Coordinate the purchasing of office equipment and supplies with the Procurement team and manage general workplace inventory
Key requirements:
- Fluency in English and high proficiency in German, both written and spoken.
- Ability to adapt and provide support in a fast-paced, customer-focused environment.
- Fluency in English and high proficiency in German, both written and spoken.
- Great communication and organizational skills, ability to multitask, and willingness to learn and grow.
- Flexible, driven and team-oriented.
- Ability to work under pressure, handle multiple tasks, and meet tight deadlines.
What We Offer:
We offer a seat on the rocket ship of a dynamic team in a fast-growing company in the technology space.
- Working in a modern office in Ruggell
- International, friendly and inclusive multi-cultural environment with an employee well-being focus
- Learning and growth opportunities every day
- Sociable working environment with regular company events
- An exceptional pension fund plan
- Excellent social insurance benefits
Contact
- Natascha Denti+41 79 284 87 95Write an email
