Administrative Officer (80-100%)

• Role: Administrative Officer
• Location: Basel
• Start Date: ASAP
• Duration: 24-month contract with likely extension
• Workload: 80-100%

In this role, you will provide high-level administrative support to senior leadership while coordinating operational activities, stakeholder communications, events, travel arrangements, and departmental processes.

• Provide executive-level administrative support to the Head of Internal Audit, including proactive diary management, scheduling, and prioritisation of commitments.
• Coordinate internal and external meetings, room bookings, logistics, agendas, reports, speaking notes, and meeting documentation.
• Act as a central point of contact for administrative, operational, and communication requests across the department.
• Manage calendars, emails, and phone communications on behalf of senior leadership.
• Maintain departmental records, audit documentation, reports, staff information, and ensure version control and confidentiality requirements are met.
• Support procurement activities including purchase orders, contractor onboarding, and service tracking.
• Draft reports, meeting minutes, presentations, correspondence, budget updates, expenditure reports, and project documentation.
• Maintain departmental intranet pages and communication platforms.
• Support budget administration, cost control activities, and data governance processes.
• Liaise with internal and external stakeholders, including senior management and secretariat functions.
• Organise seminars, conferences, guests, team events, and departmental activities including budget and logistics coordination.
• Arrange domestic and international travel, accommodation, and itineraries for senior leadership.

• Tertiary education or equivalent professional experience.
• 5+ years of administrative, executive assistant, secretarial, or business support experience supporting senior leaders within an international environment.
• Experience within financial services, banking, international organisations, or similar environments is highly desirable.
• Strong proficiency with MS Office 365, SharePoint, Teams, and modern collaboration tools.
• Excellent organisational and coordination skills with exposure to projects and operational processes.
• Strong written and verbal communication skills in English.
• Proactive, customer-oriented, and comfortable engaging directly with stakeholders and business areas.
• Able to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
• Experience handling confidential and sensitive information with discretion.
• German language skills are an advantage.
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