We have an exciting opportunity for an experienced Executive Assistant to join Thomson Reuters in Gdansk, supporting our Executive Teams in Switzerland.
In this role you will be performing a wide range of administrative duties to support multiple senior leaders and their department members.
ABOUT THE ROLE
As Executive Assistant your key responsibilities will include:
Organization & Planning
Maintain calendar and prioritize action items, arrange video/telepresence and teleconferences; and prepare meeting agendas and guest visits
Make sure to keep the leaders up to date and aware of any meetings and events he/she must attend
Organize flow of work, prioritize tasks and activities and ensure that administrative functions are carried out in a timely and effective manner
Coordinate and maintain communications between the leaders and other internal departments
Compose and prepare reports, spreadsheets, correspondence and any other documents including proofreading for correct spelling, grammar, punctuation, usage, and content, assist with presentation preparation, ad-hoc reporting and handle printing requirements
Meet with the leaders to review status of projects, plan meetings and upcoming travels
Filter, organize and prioritize incoming mail, email, and phone calls
Travel & Expenses
Prepare domestic and international itineraries and travel arrangements incl. visas on a regular basis
Prepare and process expense reports and outside services costs in compliance with company policies
Meetings, events & visitors
Offer innovative new ideas to support the company events and assist in the organization and delivery of events that strengthen the firm’s culture, support its business objectives and enhance communication
Organize meetings and meeting logistics incl. oversighting technology requirements
As required, participate in department meetings, take minutes and follow up with group members around deliverables
Perform other administrative and ad-hoc tasks which may include: organize guest offices, guest badges, catering, and local ground transportation for visitors
General record keeping including maintaining an up-to-date supplier list, asset/equipment register and any other databases as required
Managing databases and filing systems
Act as a proxy for various submissions using company systems (account payable, absences, vendor management, Workday etc)
Support with profile set up in Fieldglass for contractors reporting to senior leaders and their department members
Communicate with all levels within the organization
Assisting with ad hoc projects and assignments
Establish strong business relationships with other administrative professionals internally in order to determine solutions swiftly
Support in training and onboarding other assistants
Provide vacation coverage for the other assistants
To be successful in this role, you will need to meet the following requirements:
Completion of high school or secondary education required, additional university level courses, or secretarial/business school training desirable.
Commercial apprenticeship with federal degree or advanced training highly preferred
Knowledge and Skills
Excellent prioritization skills
Demonstrates high level of interpersonal skills and professional acumen
Demonstrates a high level of planning and organization skills
Demonstrates excellent communication skills – fluent in English and German (both speaking and writing)
Proven ability to collaborate across multiple departments/organizations and ability to navigate in an enterprise and fast-paced environment
Manages highly confidential information using appropriate discretion
Interacts and coordinates effectively with senior leaders inside and outside of the company as well as all other internal and external visitors
Demonstrates ability to manage change, and adapt work style and processes according to the dynamic nature of the organization
Understanding of cultural differences
Manages multiple tasks in an environment of tight deadlines and high-quality standards
Exhibits a high degree of autonomy and decision-making discretion
Proficient typing skills and knowledge of computer applications (i.e., Outlook, Excel, Word, PowerPoint, Adobe) necessary
Team-spirited, able to collaborate with the other assistants
Previous experience working for senior executives in an international corporate environment
MS Teams knowledge and experience preferred
Do you want to be part of a team helping re-invent the way knowledge professionals work? How about a team that works every day to create a more transparent, just and inclusive future? At Thomson Reuters, we’ve been doing just that for almost 160 years. Our industry-leading products and services include highly specialized information-enabled software and tools for legal, tax, accounting and compliance professionals combined with the world’s most global news services – Reuters. We help these professionals do their jobs better, creating more time for them to focus on the things that matter most: advising, advocating, negotiating, governing and informing.
We are powered by the talents of 25,000 employees across more than 75 countries, where everyone has a chance to contribute and grow professionally in flexible work environments that celebrate diversity and inclusion. At a time when objectivity, accuracy, fairness and transparency are under attack, we consider it our duty to pursue them. Sound exciting? Join us and help shape the industries that move society forward.
As a global business, we rely on diversity of culture and thought to deliver on our goals. To ensure we can do that, we seek talented, qualified employees in all our operations around the world regardless of race, color, sex/gender, including pregnancy, gender identity and expression, national origin, religion, sexual orientation, disability, age, marital status, citizen status, veteran status, or any other protected classification under applicable law. Thomson Reuters is proud to be an Equal Employment Opportunity/Affirmative Action Employer providing a drug-free workplace.
We also make reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs in accordance with applicable law.
More information about Thomson Reuters can be found on thomsonreuters.com.