**Global Affairs**

# **Executive Assistant & Office Manager, Global Affairs 100 %**

Start of employment as soon as possible, permanent employment

The Global Affairs Office at the University of Zurich (UZH) fosters and maintains the university's global engagement with partner institutions and key actors across the international (higher) education landscape and academic community. Its mission is to strengthen UZH's international networks and enhance its global visibility. The office supports the Executive Board in shaping the university's external relations and coordinates the implementation of UZH's internationalisation strategy.

## **Your responsibilities**

As the right hand of the Head and Deputy Head of Global Affairs, you will ensure the office runs efficiently and management can focus on strategic priorities and projects. You will manage complex calendars, coordinate meetings, prepare documentation, arrange international travel, handle expenses and reimbursements. As the first point of contact for many international and external stakeholders, you will make sure that communication and logistics around meetings and engagements are handled with professionalism and care.

Your key responsibilities include:

- Executive assistance: Coordinate and prepare meetings for the Head and Deputy Head, including agendas and documentation, manage calendars, travel arrangements, and reimbursements, support departmental meetings and follow-ups.
- Office management: Manage the office's central inbox and phone lines, oversee office organisation and supplies, coordinate IT and facility requests, welcome visitors, and support day-to-day operations.
- Financial administration: Monitor budgets, support expenses and invoice management.

## **Your profile**

You are an experienced Executive Assistant or Office Manager who enjoys being at the centre of operations and keeping things running smoothly. You bring experience in supporting management, coordinating complex schedules, and managing office processes in a dynamic and international environment. Experience in higher education administration is an advantage.

You are highly organised, proactive, and flexible, with the ability to prioritise effectively and remain calm under pressure. You are comfortable switching between detailed administrative work, appointment coordination, and representing the office to internal and external stakeholders, while maintaining a high level of service orientation.

You have interest in process management and continuous improvement and enjoy identifying opportunities to optimise workflows and administrative procedures. You are comfortable working with IT-supported solutions and are curious about new digital tools that improve efficiency and collaboration. Strong digital skills are part of your professional toolkit: you work confidently with Office 365, SAP, SharePoint, and CRM systems. You approach change with an open mindset and demonstrating a high degree of flexibility in your work.

You communicate with professionalism and ease, both in writing and in person, and you understand the importance of discretion when working closely with management. You have an excellent command of German and English and are comfortable working in a bilingual environment; knowledge of any other language is an asset. You value collaboration and a positive team culture, while also being able to take initiative and work independently. If you enjoy combining organisational excellence with service orientation and thrive in an international academic setting, we look forward to welcoming you to our team.

## **What we offer**

**Work-Life Balance**

- Flexible working models (such as part-time positions, mobile working, job-sharing)
- Childcare at the kihz foundation of UZH and ETH

**Learning and Development**

- Wide range of continuing education courses of UZH and the Canton of Zurich
- Language Center run jointly with ETH Zurich

**Food**

- Food and drinks at reduced prices in the UZH cafeterias
- Lunch-Check-card with UZH contribution

**Healthcare**

- Special conditions on the Academic Sports Association ASVZ
- Free seasonal flu vaccinations
- Rest and relaxation at the quiet room in the university tower

**Discounts**

- Private traffic: Carsharing, rent a vehicle, parking space
- Digitalization: Hardware, software, mobile phone subscriptions
- Special conditions on hotel reservations

**Conditions of Employment**

- Policies of the UZH
- Most UZH staff are employed according to public law

**International Services**

- Support for people from outside Switzerland

**Campuses**

- Campuses Zurich City, Zurich Irchel, Oerlikon and Schlieren
- Sites Zurich West, Old Botanical Garden, Botanical Garden and Lengg

## **Location**

### **Global Affairs**

Karl-Schmid-Strasse 4, 8006 Zürich, Switzerland

## **Further information**

### **Questions about the job**

**Larissa Nina Albrecht**

Engagement and Operations Officer

+41 44 634 77 66

## **Working at UZH**

The University of Zurich, Switzerland's largest university, offers a range of attractive positions in various subject areas and professional fields. With around 10,000 employees and currently 12 professional apprenticeship streams the University offers an inspiring working environment on cutting-edge research and top-class education. Put your talent and skills to work with us. Find out more about UZH as an employer!