Personal Assistant (m/w/d) CEO

High-impact role within a CEO Office, acting as a trusted partner to ensure seamless executive operations at the highest level. You manage complex international schedules, high-level correspondence, and sensitive information with precision and discretion. Working closely with senior stakeholders, you enable strategic focus and drive efficiency in a fast-paced, global environment.

Our client is a globally operating, financially strong organization within the insurance and financial services sector, known for its stability, international reach, and high professional standards.

Combining a strong heritage with a forward-looking mindset, the company offers a highly structured, international environment where precision, discretion, and excellence are key. Employees benefit from close proximity to top-level decision-making and the opportunity to contribute within a dynamic, globally connected setting.

Key tasks:

• Strategic Gatekeeping & Correspondence: Act as a sophisticated first point of contact for internal and external stakeholders. You will manage high-level English correspondence, ensuring the CEO’s communication is always professional and timely.
• Global Logistics & Itinerary Management: Orchestrate complex international travel and scheduling for the CEO, ensuring maximum efficiency across different time zones.
• Information & Records Governance: Maintain an impeccable digital and physical archiving system. You will be responsible for the sophisticated management of sensitive documents, ensuring they are organized, accessible, and compliant with corporate standards.
• Integrated Office Collaboration: Operating under the direct leadership of the Head of CEO Office, you will act as the essential administrative counterpart to the CEO’s Technical Executive Assistants, ensuring a seamless interface where secretarial excellence provides the perfect framework for their technical and strategic initiatives.
• Collaborative Continuity: Work closely with your colleagues in the Secretariat team to ensure a perfect handover between shifts, maintaining a unified and consistent support structure for the CEO at all times.
• Financial Administration Support: Handle fiscal tasks, including the meticulous preparation of expense reports, tax-related documentation, and budget monitoring for the CEO’s office with absolute accuracy.

Technical requirements:

• Deep Professional Identification: You view your role as an essential part of the CEO's success and the company’s global reputation.
• Team Synergy & Shift Flexibility: You are a true team player who appreciates the advantages of a shift system. You provide maximum flexibility within this framework to ensure the CEO’s office is operational whenever business demands.
• International Experience: You have spent a significant portion of your career working abroad. This has given you the cultural intelligence and global perspective necessary for a global insurance group.
• Proven Track Record: You bring several years of experience in a high-end secretarial or assistant role, ideally within a complex, regulated corporate environment.
• Linguistic Mastery: You possess native or bilingual proficiency in English (written and spoken). You are capable of drafting complex documents independently. German language skills are a valuable asset but not a requirement.
• Exceptional Organizational Talent: You have a passion for "classic" organizational tasks and execute them with a level of detail and quality that reflects the importance of the CEO’s office.
• Discretion & Integrity: You handle confidential financial and corporate data with the highest degree of professional ethics.
• Reliability in a Team Structure: You understand that your individual performance is the foundation for the team’s collective success.
• Resilience: You remain calm and focused, ensuring that even the most routine administrative tasks are completed to the highest standard under tight deadlines