ASAP: Administrative Assistant 70% in Basel (m/w/d)

• Deliver broad administrative assistance to the Head of Internal Audit and the wider IA team
• Oversee diary management, emails, and telephone communication on behalf of the Head of Internal Audit
• Prepare and coordinate meeting materials, including agendas, briefing notes, and reports for senior stakeholders
• Arrange meetings and ensure all logistical details are managed, with documentation circulated in advance
• Keep the department's intranet pages and communication channels up to date
• Support procurement processes, such as issuing purchase orders, onboarding external providers, and tracking services delivered
• Draft internal reports and minutes for the team, including updates on audits, projects, financial budgets, spending, and time reporting
• Manage incoming and outgoing correspondence for IA Management

• Track the status of audit projects and internal initiatives to support timely completion
• Take ownership of ad-hoc assignments from IA management, such as process enhancements, event organization, or acting as a digital ambassador for the unit
• Provide support in managing the department's budget, ensuring alignment with bank-wide guidelines and cost control measures

• Act as the main liaison between IA leadership and internal as well as external counterparts
• Draft, review, and issue communications on behalf of the department
• Collaborate closely with the Board Secretariat and other secretariats within the bank

• Plan and deliver administrative support for departmental events, seminars, and conferences
• Organize team-building activities and other internal gatherings
• Manage budget planning and logistics for events to guarantee seamless execution
• Arrange business travel for the Head of IA, including flights, accommodation, and itinerary preparation

• Deal with confidential information responsibly and with discretion
• Represent the Internal Audit function in a professional, respectful, and approachable way

Opportunity to take on a pivotal support role in Internal Audit6 months mission

Must-have qualifications:

• Completed tertiary education or equivalent professional experience
• At least 7 years of experience in secretarial, administrative, or business support roles for senior management, ideally within an international setting
• Confident user of MS Office 365, SharePoint, and Teams
• Strong organizational abilities with proven exposure to project work
• Excellent command of written and spoken English

Interpersonal skills:

• Outstanding time management with a high level of precision and attention to detail
• Proactive, solutions-driven, and capable of handling multiple priorities at once
• Creative mindset combined with determination to deliver results

Nice-to-have qualifications:

• Motivation to act as a digital workplace ambassador for the department
• Familiarity with Internal Audit operations is a strong asset
• Additional language skills, particularly German, are advantageous

Based in Basel, this role is to be filled as soon as possible and is planned for 6 months.

• A key administrative position within a international banking organization
• Close collaboration with Internal Audit leadership and regular interaction with senior stakeholders
• An international and fast-paced environment offering variety, responsibility, and the chance to further develop your skills