Assistant to Head IT / Team Assistant, 80% (ID1919)

Purpose of the Role

The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams, and strategic partners. The position ensures transparency, efficiency, and alignment across IT operations and plays a key role in enabling management decisions through structured reporting and operational insight.

Main Responsibilities

• Team and Operational Coordination
  • Coordinate and manage administrative and organizational activities within the IT department.
  • Maintain and structure IT documentation, contact lists, and governance materials.
  • Support IT leadership in planning and preparing internal and external meetings, presentations, workshops, team events and reports.
• Management Support
  • Act as a central coordination point between the IT Management Team, internal stakeholders, and external partners
  • Track progress of IT initiatives, ensuring visibility of priorities, risks, and dependencies.
  • Prepare management briefings and support decision-making through structured information and follow-up.
• Partner and Stakeholder Management
  • Support IT Partner Management with meeting coordination, documentation, and action tracking.
  • Ensure structured communication and follow-up with key vendors and service providers.
  • Contribute to maintaining strong, transparent relationships with external partners
• Operational Improvement
  • Identify inefficiencies in administrative and operational workflows and propose pragmatic improvements.
  • Support the introduction of digital tools and automation to enhance process efficiency.
  • Maintain awareness of costs and process performance, supporting the IT Management in achieving operational excellence.
• Governance and Reporting
  • Prepare documentation and ensure follow-up for IT leadership and governance meetings.
  • Support the IT Management Team with invoice tracking and budget transparency (no financial ownership).
  • Maintain confidentiality and professionalism in all communications and data handling.

Main Requirements

• Commercial or business administration education (KV, HFW or equivalent).
• Additional training in procurement, project support, legal or IT administration is an advantage.
• Minimum 5 years in Team Assistance, Procurement or similar roles.
• Experience in an international organization or IT department is a big plus.
• Excellent organizational and coordination skills with a proactive mindset.
• Strong negotiation support skills with ability to challenge suppliers constructively.
• Solid knowledge of procurement and vendor management processes.
• Strong communication and interpersonal skills; able to interact confidently with senior stakeholders.
• High attention to detail, structured working style, and ability to prioritize.
• Clear communication with internal teams and external vendors.
• High reliability, discretion, and sense of responsibility.
• Proficient in MS Office and familiar with procurement tools/ERP systems.
• Fluency in English, German nice to have.
• Job location: this role requires regular office presence in Davos, possibilty to work 1-2 days per week remote.