Executive Assistant to Managing Directors

About the role

We are looking for a highly organised, tech‑savvy Executive Assistant to support the co‑Managing Directors of Vitroplant SA. You will act as the right hand to the directors, managing their time, correspondence and critical export and contract processes while working closely with senior managers across the business.

Key responsibilities

• Manage the co‑MDs’ diaries, professional calls, email and other correspondence.
• Schedule meetings, prepare agendas and take accurate minutes with clear action points.
• Arrange complex domestic and international travel itineraries for the directors.
• Handle confidential commercial and personal information with full discretion.
• Organise cargo shipments for plant exports, applying for phytosanitary certificates and import permits and tracking them to completion.
• Liaise with shipping agents, authorities and customers to keep exports on schedule.
• Maintain and update filing for supplier and customer contracts, monitoring key dates such as expiry and notice periods.
• Act as custodian of high‑value documents within the company’s shared filing system.
• Translate directors’ decisions into action by coordinating with senior managers, tracking progress and reporting back.
• Use AI tools (e.g., Claude) to draft correspondence, summarise documents and streamline administrative tasks.
• Identify and implement technology‑driven improvements to increase office efficiency.

Required profile

• Exceptionally competent with computers and quick to master new software.
• Sharp eye for detail and ability to handle confidential, high‑value work.
• Highly organised, process‑driven and able to manage multiple priorities.
• Strong coordination skills across senior management without line‑managing teams.
• Willingness to learn biotechnology and logistics processes on the job.

Required skills

• AI tools (Claude)