Corporate Governance & Compliance - Administrative Assistant

Overview:

The Corporate Governance & Compliance - Administrative Assistant plays a critical role in ensuring strong corporate governance and compliance with applicable laws and regulations. This position combines governance coordination, high-level administrative support, and operational organization to enable effective decision-making and executive efficiency.

Responsibilities:

YOU will be involved in the following tasks

Corporate Governance & Compliance (80%):

• Maintain and regularly update all POC corporate documentation in close collaboration with relevant internal stakeholders and the Tax Director.
• Manage access rights and governance materials within SharePoint and other document management systems.
• Coordinate the execution of legal documents, including signatures, notarization, apostille, filing, and distribution.
• Act as a regional DocuSign coordinator (Europe and Asia), ensuring proper process adherence and tracking.
• Support the planning and coordination of Board meetings, operational meetings, and shareholder resolutions.
• Prepare meeting materials, attend meetings, and accurately record and manage minutes and follow-up actions.
• Ensure effective logistical coordination of internal and external audits.
• Act as a key liaison with the global Legal function on governance and compliance matters.
• Manage and track incoming correspondence in an organized manner
• Support a variety of activities and interactions vis á vis Swiss and non-Swiss tax authorities.
• Support data privacy governance activities (Data Privacy Officer responsibilities, where applicable).

Executive & Administrative Support (20%):

• Provide high-quality administrative support to selected POC executives.
• Manage complex calendars, meetings, and international travel arrangements.
• Coordinate and process expense reports in a timely manner.
• Handle complex visa applications and related documentation.
• Support the organization of team events, leadership meetings, and office initiatives.

Qualifications:

What YOU will bring to the team

Professional Experience:

• 5–10 years of experience in an Executive Assistant, Management Assistant, or senior administrative role.
• Strong exposure to corporate governance, compliance, or legal administrative environments is highly desirable.
• Commercial education (e.g., CFC) or equivalent professional experience.

Skills & Competencies:

• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong attention to detail and commitment to accuracy.
• Proven ability to handle highly confidential and sensitive information with discretion.
• Strong interpersonal and communication skills, with the ability to interact confidently across all organizational levels and with external stakeholders.
• Proactive, solution-oriented mindset with a strong sense of ownership and urgency.
• Ability to work independently while contributing effectively as part of a team.
• High level of professionalism and integrity.

Technical Skills:

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with document management tools (e.g., SharePoint) and e-signature platforms (e.g., DocuSign).

Languages:

• Fluent in English (required).
• Additional languages such as French are considered an asset.

Additional Notes (Optional Section if Needed):

• This role requires flexibility and the ability to work in a fast-paced, international environment.
• Exposure to multinational corporate governance structures is a plus.